Top Tips for Increasing Business Productivity
Are you storing files for longer than legally necessary? Is your office cluttered with inactive files? Do you waste time searching through overflowing filing cabinets or disorganised onsite file rooms? Undoubtedly, records management processes affect business productivity; document retention, organisation, storage and disposal each have a direct impact on business efficiency. In this blog, we explore four records management tips that will help your company boost its productivity.
Create a Retention Schedule
Businesses are constantly trying to keep track of an ever-increasing number of files and electronic documents, all jam-packed with sensitive/personal information. Where is that important document? How long should you keep it for? When can you legally destroy it? It is important to create a retention schedule as this outlines how long files should be stored and archived, as well as when they should be destroyed. A qualified specialist can help your business create a retention schedule that meets legal and regulatory compliance requirements and can be accessed online.
Store Inactive Records Offsite
A workspace cluttered with inactive documents and files hinders business productivity. Storing vital, inactive business records offsite in a record centre frees up office space so it can generate revenue for your business. These records centres are specifically designed for the protection, preservation and management of hardcopy documents. Barcode technology tracks your files throughout their storage lifecycle, and a secure online system lets you request files for delivery whenever you need them. Freeing up some of your office space with an offsite record storage solution can help your organisation reduce its document management costs.
Streamline Workflow Processes with Document Scanning
Paper-based workflow processes are inefficient – too much time is wasted leaving your desk to find a hardcopy document. Digital files, on the other hand, can be viewed and shared with the click of a mouse. A document scanning service makes it easy to convert your paper documents to digital files. Professional scanning technicians handle the process from preparation to indexing to imaging, then add your documents to an image hosting database, ActiveWeb. You gain an enhanced workflow solution that eliminates searching through filing cabinets to find important information.
Outsource Your Document Shredding
In-house document shredding is time–consuming and tedious. Staples, paperclips and rubber bands have to be removed from files before they can be shredded. Paperwork has to be hand-fed into the shredder and the shredding receptacle must be emptied frequently. Your staff may end up spending several hours every month simply shredding documents.
A secure shredding service helps your organisation stay productive by streamlining the document disposal process. Locked document collection containers are delivered to your office. Whole files can be quickly deposited in the containers without having to remove staples or paperclips. Weekly, fortnightly, or monthly, the contents of your containers are collected and professionally shredded. You receive a Certificate of Destruction after your documents are destroyed – GDPR tick!
So, consider putting into action one or more of the tips we have suggested to save your business time and keep it productive with some clever changes to your information management processes.
Archive Document Data Storage (ADDS) offers record management services for businesses in London, Bristol, Bath and Swindon. Please contact firstname.lastname@example.org for more information, or a free consultation.