It’s time to wrap up this year’s business activities, and often it can seem like a mountain of paper has collected while you were tending to your organization’s core mission. To get a fresh start in the new year, you’ll have to deal with all those documents. Conquer the paper mountain by sorting documents into three categories: Scan, File, or Shred.
Scan It – Transform your paper documents into digital assets through a well-designed imaging program. Much more than a simple PDF document, imaged documents offer the advantages of secure information access, speedy information searches, and extraordinary space savings. The National Association of Productivity & Organizing estimates that a four-drawer file cabinet holds 18,000 documents. A single desktop hard drive can store the contents of 100 file cabinets. What could you do with all that extra office space?
File It – Certain original documents simply have to be retained in paper form. However, they don’t have to take up an excess of storage space. Offices can reduce their document storage footprint by 50% with a high-density shelving system that eliminates all but one of the center aisles between file cabinets. Add security features like biometric locks, and your one-of-a-kind documents won’t fall into the wrong hands.
Shred It – Is a document outdated? Or if it’s still relevant, has it been imaged? Or do you have multiple redundant copies of a document? If you answer “Yes” to any of these questions, you may not need to hold on to the original documents any longer. Shredding unneeded documents, like imaging, reduces your physical storage footprint. Take care, however, that your documents are shredded securely, so intellectual property, private information, and trade secrets aren’t exposed.
SmallBusinessTrends.com offers a number of ideas for office organization, including document management tips. Make your New Year’s resolution now to talk to a document management consultant in January, and next year you’ll avoid the end-of-year paper mountain. And if you’ve already implemented a well-organized document management system, you can enjoy the holidays without paper anxiety
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