A.A. Milne, author of Winnie the Pooh, said it best when he said: “Organizing is what you do before you do something, so that when you do it, it is not all mixed up.” For optimum productivity and excellent customer service, the last you thing you need is a mixed-up business. Here are several strategies to help you achieve a more organized office.
Plan a purge
When organizing your office, the first place to start is getting rid of items you don’t need. Used, bulky items such as tables, chairs and desks can easily be donated to a local charity. Non-profit organizations often offer free pickup of furniture and filing cabinets. As an added benefit, your corporate donation is likely tax deductible.
Because expired paperwork is often sensitive and confidential in nature, these documents should be destroyed. If you have more than a few boxes of documents to be destroyed, it’s not secure or efficient for your staff to stand over paper shredding machines for the time it would take to get the job done. Instead, contact a professional shredding provider and request a one-time purge service.
For a one-time purge shredding project, locked office shredding containers are delivered to your office for easy and secure disposal of confidential paperwork. Once the containers are filled, they’re collected by a professional shredding technician for secure onsite mobile shredding or offsite plant shredding. You receive a Certificate of Destruction at the end of your purge project.
After you’ve purged your no-longer-needed documents, you will still retain documents that must be kept for legal reasons, such as:
- Vital records
- Shareholder information
- Contracts and agreements
- Historical records
- Proprietary files
These documents can still take up considerable space in your office. And if they aren’t properly catalogued and kept secure, your company can be held liable for an information breach. As a result, any inactive, archival documents the must be kept permanently–or long-term–should be stored off-site.
A commercial records centre is the ideal place to archive paper records. It’s secure and climate-controlled. All documents are properly indexed and barcoded before storage. An inventory management database tracks each record for a complete audit trail of activity. And files can be requested anytime and either hand-delivered or sent to you electronically using a Scan on Demand solution.
It’s difficult to keep an organized office when paper is constantly being generated and shuffled around. By digitizing your most active business records, you can eliminate the piles of files and streamline your document retrieval processes. Consider using a document scanning service to convert your paper documents to digital files. The entire imaging process is handled for you by trained imaging technicians using specialized software and scanning technology. Here’s an overview of the process:
- Documents are prepared for scanning
- Documents are indexed according to the information they contain
- Optical Character Recognition (OCR) technology is applied to make files infinitely searchable
- Files are transferred to physical media or a document management application
After digitization, your information is easier to locate, retrieve and distribute–and you won’t need space-consuming file cabinets for storage.
Get a handle on your inventory
Paper files aren’t the only culprits of a disorganized office. If your business is cluttered with forms, promotional materials and other inventory, it’s hard to operate efficiently. A business inventory storage service reduces your overhead storage costs and offers professional management of your non-paper proprietary assets such as:
- Promotional materials
- Tradeshow displays
- Reports and forms
- Marketing collateral
Like your paper records, all inventory items are barcoded, tracked and delivered directly to you when you need them. Inventory levels are also monitored so that when defined thresholds are reached, new materials are ordered and replenished for you.
Keeping your business organized prevents operational processes from getting mixed up and ensures profitability.
Docu-Dépôt provides records and information management solutions for businesses in Montréal and throughout Québec. To find out more about our solutions, please contact us by phone or complete the form on this page.
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