The Importance of Proper Document Management In Keeping Offices Well-Organized

Published: 24th February 2010
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Files could get lost somewhere in your office or desk and if you do not have an organized filing system, might as well stop handling files. Office inefficiency can be attributed to lack of organization, even in simple tasks as filing documents. Document management can actually be made easy if you observe the following tips.



1. Classify files. Whether you are the typically organized person or you just decided to finally fix your table, the first thing you need to do is classify files. Classification can vary depending on what suits you and your office. Documents may be categorized by name, date, department, and importance. Classified filing can make for easier retrieval of files.



2. Avoid having a constant clutter on your desk. This is the usual scene of office workers with an ugly mess of papers and folders on their tables. Are you even working on all these stuff? All right, some papers on the table are worth piling in the trash. Neatly pile folders and documents that you need to work on for the day. Isolate accomplished files from those yet to be worked on. Before you leave for home, make sure your desk is clutter free lest an ugly desk could greet you the next morning.



3. Back up computer files. Computers are very efficient in handling information but once they encounter problems, your files could be well at risk. Always have another copy of your files on a flashdisk or on some other storing device. This prevents future hassles caused by computer problems. Also make sure your personal computer at work is safe from other people. Install password security feature so that not anybody could have direct access to your files.



4. Regularly check emails. This really works for offices catering to online clients and customers that communicate through emails. Now inboxes could get clogged with too much unnecessary mails coming from elsewhere. By regularly checking mails, you can deal with spam mails much easier. You do not have all the hour going through a thousand mails or so.



5. Keep client personal data secure. If clients found out their personal documents lying around somewhere in your office, you would not see them again. If you are the office manager or the executive who deals with important clients or business partners, make sure you keep their files secure because that is a way of giving an impression that you are trustworthy even on small details such as proper securing of a bit of documents. To clerks and employees, have a well organized and secure filing system for personal data of customers, clients and even co-employees - if this is your particular assignment. No way you are leaving them lazing anywhere.



6. Regularly go through your filed documents. Part of document handling and upkeep is making decisions whether to keep or discard files. There are old files that may not be of use to you or the company and keeping them is like keeping a pile of rubbish that gets heavier each time. Keep a separate filing system for active and inactive files. Documents for reference purposes and those that need to be worked on in the future are considered active files. Note that even the active files become inactive files after the bookkeeper or accountant has done their task on them.



7. Invest on filing equipment. Depending on the size of your business or company, you need hanging files, box files, lever arch files, filing cabinets, colored folders, and locks.



There are different strategies geared to making document handling easier and more convenient but in any case you have to make sure that files are quick to find, that the filing system is facile, and that active files are easily accessible to those who need them.



Jo is a content writer for 'Sharples Group' (http://www.sharplesgroup.com), the leading independent seller of office equipment in the North West of England. If your corporation looking for superior quality yet fairly priced document management and solutions or has printers, copiers, and scanners requirements then you should have a look at Sharples Group.

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