The first step of any document management endeavor should be to define goals and parameters. This ensures that your entire team, and any consultants or vendors, are on the same page with what you want to achieve. Establishing clear rules and guidelines upfront will be sure to get you moving down the proper path.
Once you have established your goals, you need to properly organize your documents. This means keeping your documents in order – either alphabetically or numerically – not only inside your storage box, but on the exterior as well. At R4 Services, we can help you index your documents so you know what's in each container – even down to file level.
Offload What You Can
Once you have all your documents organized, the next step is to determine where to put them. Sure, you can store them in a back closet or empty corner. But that leaves your documents vulnerable to weather catastrophes and theft. Plus, it takes up valuable space that is costly and can be used for other things. Consider storing your archived documents offsite to save both money and space.
Documentation or records stored offsite but without any monitoring are just as vulnerable to theft as file folders left on a desk. For document management to be successful, it must be secure. Our warehouse is monitored 24 hours, 7 days a week, 365 days a year on closed circuit surveillance systems, and we have security processes in place to ensure files are properly supervised during the loading and unloading process as well.
A stack of boxes stored in a corner closet might seem like a quick and easy method to get your documents out of the way. But what happens when you need to locate one of those documents, and you need it now? One of the most important strengths of a successful document management plan is the ability to retrieve those files quickly. Our scanning services ensure that when you need to locate an archived document, we can retrieve it for you quickly.