When information management is neglected, staff waste time searching for information, privacy can be compromised and records retention is ignored, all costing time and money. So you may be wondering, what are some of the best ways to keep business records organized and secure while improving file retrieval?
- Track your records – This may seem obvious, but by not tracking your files they can get lost. Use a tracking technology, such as bar codes, to help monitor where files are stored.
- Develop policies and procedures – Implement company-wide policies and procedures that outline who can have access to certain documents. By having a check-in and check-out system for all files, both hard copy and electronic, you will have better control over your records.
- Identify responsibilities – Have a clearly defined policy that identifies who will be responsible for managing your records. It’s also important to make sure record retention periods are followed for all records to ensure files are kept for the appropriate time periods and destroyed when they are no longer needed.
- Secure your records – Determine where your files will be stored. Whether it’s a filing cabinet, a file room or an offsite facility, it’s important to ensure your records are in a locked location to increase security.
What do you do to keep your office files in order?