Are you shuffling through a mess of files every time you’re looking for a single document? Has your file room recently been declared a national disaster? In most offices, only 25% are necessary to be managed within the office. Efficient records management can save time, money, as well as space. Here are ten ways you can avoid this records management nightmare.
| 1. | Determine which documentation really needs to be kept for each function you perform. |
| 2. | At the end of each year, close your files and start new ones. Bring forward only the documents that are still active. |
| 3. | File on a regular basis throughout the year to make the end of the year filing less painstaking. |
| 4. | File reference materials separate from official records. |
| 5. | Move all inactive records to off-site storage. |
| 6. | Maintain an up-to-date inventory of what records you have and where they are located. An inventory will help you determine which documents are records, personal papers, reference materials and extra copies of various documents. Having inventory will also enable you to identify which records would be immediately needed in the event of an emergency. |
| 7. | Only remove or destroy documents with the proper authorization. |
| 8. | File records by type and disposition rather than filing everything together. |
| 9 | Establish a check-out system to track the location of your records so you’re always able to know where they are. Even if the documents are being checked out for a short time, checkout should be noted. |
| 10. | Use the right filing supplies when filing. If you’re using shelving, choose side tabs as opposed to top tabs. Color code folders or labels to allow you to visually indentify what kind of file you’re dealing with. |
By applying these suggestions to your file management practices, you'll not only decrease the amount of paper in your office, but you'll also increase the amount of available space and improve staff efficien
cy.
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© 2008 Business Records Management |
| * The preceding article may be freely reprinted, provided: |
| 1. The article is not edited or modified in any way. |
| 2. The source is credited and linked: This article is provided by Business Records Management. |
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