4 Simple Ways to Improve Your Records Management

20 June 2011

A major part of any company today is organisation. Many argue that organisation and the way in which a company operates is as important as sales and revenue.

This is mainly because behind the sales team of any business there needs to be some level of organisation. A lot of companies throughout the world are using a huge amount of paper, in fact, more than ever before, and it's important to keep it organised and that everything has its space so to speak. This is where your records management comes in.

These days there is a wide plethora of ways in which businesses can deal with their documents and keeping themselves organised. Some rganisations even go as far as hiring someone just for that very reason.
This article is a short guide offering you four simple ways in which you can go about improving your document management and records management, no matter your budget.

So let's get started:

1. Take a day to improve your company for years to come -
Using one whole day to take a look at what you have, what you need and what you don't need is by no means a day lost. By taking a single day to sort out the organisation and records management of the office, you can organise and save the company potentially thousands each year. Take a look at the filing cabinets you have, what you have within them and how it could be better organised. You'd be surprised at how much this can help especially with a day or two at your disposal to do it.

2. Shift things around -
You'd be surprised how much shifting an office's structure around can actually improve their records and document management. For example you may not have noticed before but a member of staff may be having to move to the other side of the room in order to find one particular document. If that staff member is the primary user of that particular filing cabinet it is only common sense to move it closer to them. This may only reduce seconds in a day but in the long run this can save the company a lot of time, money and space.

3. Talk to the staff -
Perhaps having a fairly regular team meeting may be a good idea to make sure that everyone knows where everything is and if they have any suggestions in order to improve things. They're the guys who are working in the environment every day, so it makes sense that they would have ideas of their own. This could also improve staff morale as they feel more involved with the way the office operates.

4. Consider going paperless, or going digital
These days many companies are going digital with everything, but even more so with their documents. The key with records management and document management is that you can be as efficient as possible and today there is no more efficient way to handle documents than electronically. There are companies out there that specifically deal with document scanning and digitising files in order to improve a company's efficiency, save them time, money and space. Digital records management makes it very easy to search and find documents by doing a simple text search on your computer, or document management software is also a good way to go to make handling the files all the easier.

It's true that records management is one of the pivotal areas of any company that deals with a great deal of documents so it is certainly worth looking into improving the way it is handled, whether it takes you a day, or a week, or a month, it could save the company thousands in the long run with a better system in place.

Check out our website link below for more information on going digital with your documents in the workplace.

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4 Simple Ways to Improve Your Records Management

20 June 2011

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