Records Management – Best Practices

At National Office Systems (NOS), we work with organizations to help them determine their records and information management needs by clearly understanding and documenting the records management vision for both electronic and paper records. We look at an organizations complete needs and requirements for the entire organization and we document the processes your organization uses, from document creation, records designation and throughout the record lifecycle.

There are compliance regulations and standards to be followed and understanding the rationale behind a standard can better enable organizations to implement best practices and then measure those standards against an organization’s compliance objectives. For example, a legislative mandate like the public information act or HIPPA does not make an organization compliant, they simple support compliance controls. There is a wide variety of legislative mandates (HIPPA, Sarbanes Oxley, and Freedom of Information Act) that can impact a records management records management program.  Work with National Office Systems to deepen your understanding of the relevant compliance issues and help ensure your records management program supports your organization’s requirements. At NOS, we will work with you to clearly define your requirements for procedures, processes, reporting, audits, security, retention, and disposition.  Implementing a records and information management initiative is more than simply installing technology. It’s about making sure the organization understands the changes in policy, practice, and function that accompany the new technology – as well as the rationale behind it.  Partner with NOS to define expectations, resolve erroneous assumptions and to navigate the unknown.  Our goal is to ensure a successful records management program.

Create a Filing System That Fits Your Needs – In 4 Easy Steps!

Follow this process to design a filing system that will improve the productivity at your organization. The four steps to follow are choosing the appropriate folder that will hold all your documentation, design a suitable color-coded system to organize the folders, implement a on-demand label print software program for your immediate printing needs and use folder accessories if your records need more organization. These steps are not just for big businesses, it can also be used for smaller companies like doctors’ offices, dentists, veterinarians and many other small businesses.

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Choosing the right folder for your records depends on the documentation that you’re storing. Standard folders work well with typical filing or an average amount of documents per folder. Fastener folders are good for average filing sizes, classification folders can help records that have multiple categories inside the folders and pressboard folders help with protecting documents from unwanted damage. The one thing that all three of these folders have in common is they all are used to secure documents inside of the folder. For a bulky amount of paperwork, it’s recommended to use a file pocket folder. It can hold approximately 5″ of documents in one folder.

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Design Color Coding System

Designing the appropriate color-coded system can help reduce misfiles and increase filing productivity. When creating the system, you first have to select a filing index that supports your records. The filing index needs to be unique enough that it can separate the folders from one another. Your choices are between alpha, numeric and terminal. Alpha is good for a total amount of records that don’t exceed 5,000 records. Doctor’s offices, dentists and veterinarians are most likely to use a alpha filing index because they client is patient base. They will use one folder for a client and keep adding to it, which would help keep the number of folders used to a minimum. Numeric indexing is another way to file documentation and the most common field that would use this is consumer sales. The amount of records can vary from 5,000 to over 10,000 records. Terminal index is for records that exceed the 15,000 records or more. This indexing method is best for big organizations, social security numbers are terminal number that could exceed the millions. Once you have the indexing method that fits your records management need, you will be another step closer to a complete and organized filing system.

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Implement Label Print Software

Labeling software will give you the freedom to print labels on-site. On-demand print software is Internet based and  allows access from any computer without the need to install it on every computer.

Learn more about on-demand label print software, request a free trial, and see samples today.

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Get Organized with Folder Accessories
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Folder accessories can vary but they can help increase the effectiveness of your records management practices. Custom indexes or dividers can provide a folder with the much needed for faster data retrieval. Manila or poly pockets are also available for documents that cannot be punched. Another accessory that can be applied to a folder is custom printing. From logos to patient forms can be printed on a folder to supply even more information about the documents inside the folder.

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Following these simple steps can help create a more efficient record storage system and provide immediate productivity gains and return on investment.

Contact National Office Systems for an assessment of your records management needs by calling [tp_number] today. For more information on records management or to schedule a complimentary records management assessment, fill out our request information page to have a NOS representative contact you.

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