Advanced technology has helped businesses in keeping soft copies of mails and documents. Yet, it is still impossible to avoid having hard copies because of paperwork that needs to be dealt with. Confidential files and other important information must be kept as archive for future references (solid proof of transactions). However, not all documents fall on this category and unless managed correctly, stacks of this paper will accumulate overtime. This is where an effective document archiving should be implemented.
Keeping and tracking of documents using dates is easier than any other methods. It categorizes documents according to the date it was created and will be rendered void. Documents of these types are usually contracts, daily reports, evaluations and employment records. These documents are made with limited time frame. Thus, it is easier to distinguish which is active and inactive.
Take out Duplicates
Most documents have duplicates. Before archiving, make sure to remove the duplicates. These duplicates can be recycled to increase paper supply. Removal of duplicate documents also saves more space in the folder and storage room.
Frequency of retrieval
Search time can be saved if you know which documents are often retrieved. When storing, make sure that the documents frequently used are accessible. The ones that are seldom used should be kept in amore durable folder or case.
Document archiving is a constant task in many establishments and businesses. Thus, it is important that these are kept properly and safely. Use of classification folders especially on bulky papers such as medical records, mortgage and client’s credential are really handy.