No matter how ubiquitous the use of digital devices as recording tools can become, the significance of paper records will never disappear. This is because not every establishment and institution in the planet is equipped with computers; much less connected to the internet. For instance, there are still several hospitals and offices that store paper files instead of digital data.
So if you’re in an industry where you need to keep and manage paper records, having a system for storing and organizing your files is a must. This will guarantee prompt and accurate retrieval of specific records whenever needed. The following are some pointers you have to consider when managing your tangible sources of information:
Establish a Classification System
Coming up with an effective system for classifying your files is the foundation of your records management endeavor. The classification scheme has to be in accordance with your goals and should support long-term management of your records. You can employ different types of numbering or alphabetical referencing systems depending on the size and complexity of the information you have to organize.
Name Files Appropriately
Though you can’t place every detail on the file folder’s cover, there are certain bits of information that must always be provided. This includes the file reference, title, owner’s name, date of opening and closing, and any relevant details that would make it easier for you to find it. For example, contract files of employees can also indicate the starting date of their contracts.
Maintain Paper Files
If not handled correctly, paper records can easily get misplaced or lost in circulation. To avoid damage or loss, professionals from companies like Williams record management encourage file keepers to put the latest records on top, and to attach enclosures directly under the documents to which they are related. Large items like blueprints or drawings can be stored in labeled pouches or pockets.
Implement a System for Tracking
Since most paper records need to be kept for a couple of years or longer and can quickly increase over time, trying to hunt down folders or cartons that have been set aside in the last few years can become challenging without a tracking system in place. Basically, you can make tracking schedules that state where the files are currently located every time they are moved. For a more high-tech approach, Williams record management experts utilize barcodes for their inventory systems.
If you implement the four tips above, managing paper files will be a breeze. But if you need more help, you can always consult professionals at Williams record management. You can read further about paper records management at http://www.decd.sa.gov.au/rmp/pages/cg0000941/paper/?reFlag=1.
Basic Steps in Managing Paper Records