Records Management Tips

Records Management Tips

Isn’t it a pain to see your workspace a few inches short of getting buried under all those papers? Don’t you feel irritable with all those unkempt records strewn on your desk or folders haphazardly stored in the cabinet as if someone tried to play detective and failed miserably? Isn’t it nicer to work in an office that can actually set your mind to work mode - organized, calm and productive?

Records management can save you the hassle and stress of wasted time trying to retrieve a document that seem in your frantic mind, do not want to be found! Efficient records storage can help you become more productive and creative because an organized workplace is more conducive for work, which consequently leads to better ideas, better performance and better results.

Here are some records management tips. Don’t wait until the New Year before straightening up your workspace:

1. Segregate your records. Which documents do you need? Use often? Don’t use anymore? Which ones are references, archives, etc? Know your records and their functions. Move inactive records to an off-site storage to allot space for newer records. In doing so, you’ll be able to gain easy and fast access to your files when and if needed.

2. Group your records according to time frame. Now don’t go running and screaming in the other direction. This is not literal unless you feel like it (believe me, some do this with great happiness). Organize your files at the end of each year, segregate the records according to types before finally keeping them in one box (or whatever storage you prefer to use). Start new ones for the New Year. You won’t have to fall victim to using dated documents or mixing the old with the current.

3. The New Year calls for a change, doesn’t it? You feel so inspired to take positive steps in your life, which include cleaning up your office. However good this might sound, don’t wait for the end of the year or the start of the new one to organize your space. The amount of work, especially if you’re not exactly a neat person can be daunting. It can delay or totally put off your plans for organizing your office. Do records management on a regular basis to avoid a pile up at the end of the year.

4. Only dispose or destroy documents when you’re absolutely certain that you or the company no longer need them. Moreover, only do so with proper authorization.

5. Labeling is not okay to be used for people but perfectly acceptable for records. File and label documents by type, usage, date, purpose, etc. for faster access instead of putting everything in a bulk. You can color-code if you wish. You might be doing records management by keeping and securing your records but if you just throw in all the papers together or move all messages in one folder, you’ll just end up looking for a needle in a haystack. You just organized externally. The labels will help you find records faster, as well as file documents easier.

6. Use a checkout system to track your records so you’ll know where they are. You’ll be spared of paranoia attacks thinking your confidential files have been misplaced when in fact, they’re just down the hall being authenticated.

7. Records management is not limited to tangible records. Proper records storage should also be applied to digital data. Putting e-mails in folders and properly labeling them are effective techniques for a more organized e-mail system. Block spam mails to avoid unnecessary messages.

8. Similar to tangible records, only delete e-mails and other online messages that you no longer need and only with proper authorization. Take into account future references before clicking that Delete box.

9. Bookmark relevant websites; save important files on duplicate copies of CDs or disks as you’ll never know when technical misfortunes might happen like a computer crash or a virus attack; and file away archives or old files.

10. Speaking of virus, update your computer’s systems regularly for protection. A battle-ready computer is more able to keep files longer.

Records management is an essential business practice that companies must have in order to protect and secure their records. The best way is to keep both tangible and digital records for safekeeping. Off-site storage facilities are also very useful in keeping files and sparing more office space while still making the records accessible. Make your office life easier with an efficient implementation of records management.

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