R4 Services is just like every other company, we have clients, paperwork, and a management system intended to keep it all in check. But even as a document management company, we too at times find ourselves with too much paperwork and not enough order. In these times, we take a step back and assess our document management system.
A successful document management system is there to ease the burden of tracking down individual pieces of paper and information that needs to be kept handy and easily accessible. Even if you already have a system in place, reevaluating and doing some clean-up can keep your office running efficiently and compliant.
1. Assess The Situation: What brought you to this place? Product launch? Tax season? Influx in new hires? No matter the reason, simply start creating piles of related paperwork and media that needs to be kept together.
2. Decide What Is Being Stored Where: Once the piles are created and you have decided what is going to be stored where, space will free up. This ensures documents that need to be accessed can and those that are need for compliance and regulation are secure. Whether you decide on an on-site or off-site storage system, packing up the media and having the boxes indexed will keep everything organized and trackable.
3. Track Dates and Destroy: On-site or off-site, know when documents expire and remain compliant and secure. Keeping documents past their expiration date will lead to an abundance of paperwork that is leaving the company exposed to a potential security threat. Cut down on paper and storage needs by properly destroying of all paperwork and media that is no longer needed.
Implementing a document management system may not be the fastest way, but it is certainly the best way to ensure your business is running as efficiently as possible.
To learn about R4’s Document Management, please contact us today and keep your business running efficiently!
A successful document management system is there to ease the burden of tracking down individual pieces of paper and information that needs to be kept handy and easily accessible. Even if you already have a system in place, reevaluating and doing some clean-up can keep your office running efficiently and compliant.
1. Assess The Situation: What brought you to this place? Product launch? Tax season? Influx in new hires? No matter the reason, simply start creating piles of related paperwork and media that needs to be kept together.
2. Decide What Is Being Stored Where: Once the piles are created and you have decided what is going to be stored where, space will free up. This ensures documents that need to be accessed can and those that are need for compliance and regulation are secure. Whether you decide on an on-site or off-site storage system, packing up the media and having the boxes indexed will keep everything organized and trackable.
3. Track Dates and Destroy: On-site or off-site, know when documents expire and remain compliant and secure. Keeping documents past their expiration date will lead to an abundance of paperwork that is leaving the company exposed to a potential security threat. Cut down on paper and storage needs by properly destroying of all paperwork and media that is no longer needed.
Implementing a document management system may not be the fastest way, but it is certainly the best way to ensure your business is running as efficiently as possible.
To learn about R4’s Document Management, please contact us today and keep your business running efficiently!
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