Organizing and storing documents is not easy and it is common to encounter a number of obstacles throughout the process. Fortunately, many common errors can be avoided through careful planning. The following will discuss some of the most effective strategies that companies can implement to streamline their file storage processes.
Pick the Best Boxes Possible
While seemingly simple in concept, the wrong type of file boxes has the potential to make the filing process more complicated than it should be. Some companies, however, do not bother to research the best type of boxes for their file storage needs. Instead, these companies often let financial concerns dictate the type of boxes that they end up picking. There are numerous stories of employers who decided to purchase inexpensive boxes only to discover that the boxes were flimsy, cumbersome to move, prone to breakage, etc. Such issues can compromise the integrity of your filing system or cause you to lose valuable resources.
Take File Climate into Consideration
Climate conditions can play a substantial role in the file storage process. The ideal climate for storing files is neither too hot nor too cold. It is also important to avoid excess humidity. Despite the importance of climate in file storage, many companies fail to properly plan for this issue, which leads to important files being damaged, a problem that can be avoided with climate-controlled storage units.
Avoid Over-Stacking
While it might seem like an obvious risk, some companies still store their boxes in a disorganized manner. To avoid serious accidents and employee injuries, it is important to take the necessary precautions to avoid over-stacking. Organize your file boxes in such a way that all of your files are easily accessible by your employees without any risk of injury.
Employ a Reliable File Naming System
One of the goals of successful document storage is to enable quick and easy access to important information. If a company fails to use a consistent and effective method for naming, dating, and categorizing files, it will be much more difficult to find a file. If you are beginning to plan file storage, make sure to be consistent. As a result of using a uniform filing system, it will be much easier to find important files when you do not have any time to waste.
Do Not Keep Too Much
Some companies have a tendency to retain every single document ever created, which has the potential to be just as harmful as not keeping any files at all. First, it is often costly to maintain physical storage space to keep physical files at any location. Second, if a company has too many files, it can be difficult to successfully find any single file for which a person is searching. Third, if a company stores personal information about its customers, this has the potential to result in a breach of various federal and state data protection laws. Companies should create a system to determine what files to keep and focus on only retaining only important files.
Speak with an Experienced File Storage Company
The file storage process is an important part of operating a successful business. If you have questions or concerns about the archival process, do not hesitate to contact Armstrong Archives today.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.
