Posts Tagged ‘document management strategy’
Loss in productivity due to document trouble: 20%
What Is a File Management System?
A sound file management system requires you to develop, organize, and administer a method of handling physical documents. A good document management strategy improves operational efficiency and office workflow.
The average time it takes professionals to locate a document: 18 minutes
The Risks of a Poor File Management System:
- Lost documents and files
- Wasted time
- Lower employee morale
- Increase in errors
- Lower customer satisfaction
- Lost productivity
The percent of all paper documents that are lost: 7.5%
Best Ways to Organize Your Files
Step 2: Determine the types of documents you need to retain and file
Step 3: Appoint a location for your filing system
Step 4: Determine whether you need to invest in filing storage, like shelves or cases.
Step 5: Create main categories for your files (like invoices, receipts, case files)
Step 6: Create sub-categories for files (like sales receipts, marketing receipts, product management receipts)
Step 7: Determine the best organizational system for your needs.
Step 8: Buy the supplies you need to implement your organizational system.
Step 9: Implement your organizational system.
Step 10: Document your file management process so someone can recreate it if needed.
Step 11: Train your staff to understand and maintain your organizational system.
Step 12: Assign an employee to review and clean up the filing system regularly.
Step 13: Consider digitizing your most critical documents.
Percent of business owners want to access files remotely: 77%
What Office Filing System Template Works Best for You?
- Color-coded by department
- Color-coded by category
- Color-coded by priority
- Organized by date
What Filing Supplies Do You Need?
To create and maintain a file management system, consider buying these supplies:
- Shelving units
- Filing folders
- File labels
- Document organizers
- Oblique file folders
- Tabbies file handles
- Large hanging file folders
- Document scanning services