For thousands of years paper has been used for creating and storing documents. But paper can degrade, fade, mold, get wet, or even catch fire. Losing paper records to any of these hazards can cause a major blow to your organization, one that could be catastrophic. Here is a…
All organizations maintain many files with a significant number of HR documents. It’s important to have a system for managing your long-term HR document storage for documents such as: I-9 Forms Fingerprint Files (school systems) Employment Contracts Annual Performance Evaluations Confidential HR Reports Freedom of Information Act (FOIA) Documents Medical…
Sure, computers are everywhere and electronic data rules the day, yet pen & paper hasn’t disappeared. The ancient art of handwriting remains in style whether you need to fill out a form or sign a thank you note. Does this mean you still need to store mountains of paper…
Many people in favor of reducing paper consumption in schools mention environmental benefits as the main advantage. Environmental benefits of paper reduction are excellent motivators in their own right. Yet, major cost savings result from regaining valuable floor space no longer needed for long rows of filing cabinets. This significant…
Paper everywhere. Organizing it all isn’t the only concern. How do you file it all securely? How do you access it all easily when sharing with another staff member or department? These may seem like minor questions if you’re just establishing a paperless office. However, for those with overflowing file…
Running a Special Education department using paper records is a challenge. Identifying, classifying, prioritizing, storing, securing, archiving, preserving, retrieving, and tracking records requires a significant amount of manual labor. The decision to scan paper records into a document management system to create a more efficient, easy to use system makes…
Sometimes you can ask, plead and cajole people to do something and not get anywhere. Like asking people in your organization not to staple documents together, so that you can prepare them more easily for scanning. Some people come up with imaginative methods to convince their organizations to change their…
Ensuring success with your document management system is easy once you have a plan. You’ll need to focus on three main tasks that are key to successful implementation of a document management system: Get buy-in from your organization Create a document management system roll-out plan Keep everyone informed Get Buy-In…
How important is a document management system? Most organizations live and die by their documents, so just imagine if yours were suddenly damaged or lost. Running your organization without documents isn’t an option, but maintaining paper files is too big a risk. Over 70% of organizations would fail or collapse…
Filing documents and retrieving them later has been an important aspect of office work since the dawn of time. Whether you are concerned with retail products or are providing a valuable service, office documents need to be kept up to date and organized. The old method of writing everything down…