o matter how many times you alphabetize and re-alphabetize your filing cabinet, it’s a rare occurrence that every one of your paper records is exactly where it’s supposed to be. The slightest disturbance can be cause for system-wide reorganization. Even if organization is your HR department’s middle name, there’s always room for improvement.
1. Keep fewer records.
Sure, it’s an easy to thing to suggest. But how easy will it be in practice? Once you have everything stored online with a document management company, very! In an online database or shared hard drive, you can organize records according to their expiration date, ensuring that everything gets disposed of on time.
If you’re still dealing with paper records, do an overhaul of your existing supply. It may be time-consuming, but it’s important to eliminate documents that are taking up valuable space in your office.
2. Get involved with professional document management
Once you have your supply trimmed down to just the essentials, you can start the process of moving your paperwork out of the filing cabinet and into the digital age. For documents you need for posterity, but don’t need to access very often, consider off-site storage. The less bulky document storage you have to deal with the more spacious your office will look and feel.
Finally, there will be room for that potted plant you’ve always wanted.
3. Identify and separate the confidential material
Once you have your records paired down to the material you actually need, recognize the importance of keeping sensitive information separate. Employee files, confidential agreements – no matter what kind of company you run, you have documents that need to be kept confidential.
Professional record management companies can offer a huge help if you have a significant amount of confidential material. If you scan and store important documents in a cloud-based management system, you can rely on encryption to keep your information safe.
If you choose to keep your documents in paper form, document management companies also keep official records of document storage and transportation. If your company every needs to produce a record in court, it’s essential to also be able to document the handling of the records in question.
4. Be prepared for a disaster.
Create a protocol for how your employees will access critical documents in the event of an emergency. If your employees can’t get to the office, there should be a way for everyone to access the material they need to work from home.
If you’re not sure which document management approach you’d like to try, consider arranging for a test run. You don’t have to commit to a document storage system until you’re sure you’ve found the right one. Contact our Houston document scanning office, LA document imaging office, Dallas office, or any of our list of document scanning offices today!