Document management isn't all about cloud service and digitized files. It's also a great way to take control of your physical documents--and we're willing to bet you've still got a few. Here are four document management tips for archiving physical files the right way.
Start with Document Management
The truth about document management is that it's a great starting point for all kinds of business benefits, from streamlined workflows to improved employee morale. Naturally, it's also the best first step in archiving physical files--not just because document management provides the framework necessary to simplify the process, but because you'll also get tools and solutions for improving other document processes along the way.
Let's take a look at four key tips for archiving paper documents:
#1: Have a shredder handy
A shredder saves you from doing unnecessary work. If you find a file you don't need to archive and are no longer using, don't just toss it; shred it to keep that data from falling into the wrong hands.
#2: Organize and prioritize
Archiving can be a lot of work, especially if you have stacks and stacks of physical files to work through. As such, it's often best to organize your approach by deciding what needs to be archived first. Are there sensitive documents that shouldn't be left sitting on your desk? Are certain file types taking up a lot of space in your office? Use priorities to make the process as efficient as possible.
#3: Know the requirements
Regulation requires different documents to be archived for different periods of time. To stay compliant, it's important to understand exactly what those rules are--and to have plans in place for fulfilling each expectation.
#4: Protect your archives
Even before you're done archiving physical files, you'll need to start thinking about protection. Locks, passwords, video cameras, waterproof file cabinets--these are just a few examples of ways you can take care of your archives.
Conclusion
If you're beginning the archive journey, document management is the perfect place to start. This solution can help you get and stay organized throughout the entire process, helping you take control of your physical files--both now and in the future.
Ready to start archiving? Contact us today for a little help from document management!
