Large or small, almost every office eventually has the same reoccurring issue, re-alphabetizing and shuffling your paper filled file cabinet to fit ‘one more file’. When this happens, it’s a rare occurrence that every one of your paper records is filed exactly where it’s supposed to be. The slightest of file additions can be cause for file room-wide reorganization. Regardless of how careful and diligent you are, there’s always room for improvement. Here are three key record keeping tips every company should follow:
1) Keep Fewer Records
Once archive records are stored electronically with the help of a full service document solutions provider, access and storage become a breeze! In an online database or shared server, you can organize records according to their subject, client name, file type, date, or something else that is relevant and important. This ensures that everything is easily and quickly accessible.
Is your company still dealing with paper records? If so, you may need to conduct a review of your existing records management practices. It may be time-consuming at first, but the long-term benefits are great, including saving money, time, and physical space!
2) Use an Electronic Document and Records Information Management System (EDRMS)
Once you have your records reduced to just the essentials, the process of moving paperwork out of the file cabinet and into the digital age can begin. With fewer file cabinets and storage boxes you have to deal with, your office will look and feel more spacious, and you can start using that valuable space for something more beneficial like generating revenue!
3) Identify and Separate Confidential Materials
With records paired down to those you need, be sure to identify and keep sensitive information separate, including employee files, confidential agreements, and financials. No matter the industry, you have documents that need to be kept private. For any cloud-based management system, request encryption to keep this type of information safe.
We want to show you how Microtek’s almost 50 years of experience can help with your hassle-free document scanning experience! All of our work is guaranteed! If you have any questions, would like any additional information, or would like a free and no obligation estimate, please don’t hesitate to call us at 314-872-3322 or 800-264-2808 and ask for Mark Sandheinrich or Aaron Liess, or email us at firstname.lastname@example.org. Thank you!