With so many tasks, a busy routine and no standard for organizing documents, it is difficult to remember where a file from two years ago was stored.
When physical files are organized, the HR department can quickly find employee information, accountants can easily find data to perform accounting, and school secretaries can quickly access student registration forms.
Physical file management is directly related to increasing productivity in business.
Initial indications
There are several document organization standards : ideographic, numeric, geographic, alphabetical, among others.
Before starting to create an organizational system, it is important to know the company, which sectors are divided into hierarchical levels, the areas that use documentation the most and, from there, establish which standard will actually be effective for your reality.
Organization of physical files.
Organizing physical files can seem difficult, especially if you have a azerbaijan mobile database large volume of documents. That's why we've put together a complete step-by-step guide to guide you through the process.
We will go through 11 simple topics for organizing physical files and keeping them organized. They are:
Care for the storage environment;
Initial screening;
Genres in the organization of physical files;
Creating an index;
Choose a storage method;
Pay attention to the expiration date;
Microfilming;
Keeping an eye on document collection;
Did you remove it? Then you will have to keep it;
It's time for cleaning;
Document scanning.
1. Care for the storage environment
The first step in organizing physical files is to set aside a space in your company to store them. You may need to buy some steel filing cabinets to keep your documents safe.