There’s nothing worse than when audit time comes around and your files are not where they should be. Scouring through files and towers of paperwork is never fun especially when you have an immediate need to find something important.
We’ve all worked with someone who had their own interesting way to manage their files, but how can you ensure that filing practices are consistent and uniform throughout your organization? We’ll cover five tips for organizing your business files, so you can rest assured that important documents can be found when needed.
- Create a Filing System
Don’t let things pile up on your desk or in a basket. Create a space for working documents and documents that need to be filed. Keep up with your filing to stay organized.
- Accessibility of a Document
Think about how often you are going to need access to this document. If it’s something you might be using often or something that won’t be referenced can determine where the document should go.
- Document Retention Deadlines
Every document has a lifespan and there are regulations guiding when you can dispose of old documents. If you are unsure, work with a records management firm to help you stay on top of legal requirements.
- Shred or Dispose of Unneeded Documents
If you aren’t going to need a file or if you are able to dispose of it, make sure you are shredding it securely. Better safe than sorry on this one.
- Filing Best Practices
Consider creating categories for your paper files that make sense whether it’s by department, company or customer name, year and date or even by type of document.
Getting business records organized can be as easy as using Stevens & Stevens’ records management services. Stevens & Stevens offers an efficient file indexing solution that facilitates proper retention, accurate and quick retrieval, as well as proper regulatory compliance.