Sorting office documents can be a chore, especially when you are running an empire. But doing so can bring a number of benefits to your company and business. But business owners find it very hard to process and store every manuscript they have in the office.
But companies offering records management service said that it is possible. If you are interested on how to solve such issues, here are some pointers that you can follow:
- Identify your documents
The first thing that you need to do when sorting your documents is to create a category and identify what usual documents your company stored and processed. Through this, you will be able to create a system and a properly-labeled storage to keep your confidential files and documents. Draw a list of documents you have but leave a room for miscellaneous papers and documents.
- Get rid of the unnecessary documents
Document hoarding is a common scenario in then office. Some employees think that all the papers in their possession is important. But the truth is, not of all the document in your office space are necessary. Some of them are just scratch papers and ready for disposal. Be sure to allot some time to sort through your office documents and separate papers and dispose them properly. Be sure to shred them to avoid information leakage.
- Label them appropriately
Having a storage is not enough, but you need to label and store each document you will keep to ensure that people will be able to get the documents they need when they need it. Be sure that your labeling is easy to discern. It would be best to record all labels for easy search. If you can, you can color code the labels to make it easier to identify and see. This can be a great help to your staff.
- Go for paperless system
Having lots of paper in the office can lead to a number of unfortunate things like fire accidents and losing confidential papers. It would be best to go for a paperless system to help process and store your documents. This can save you up from printing and also make sure that your papers are secured.
- Train your team
Sorting and storing documents is not a job of a single person; everybody must do it. Be sure to train your employees and staff to follow protocol so every document would be stored would properly store it.
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