One of the biggest problems the modern office faces is how to effectively keep up to date with all incoming documents without being overwhelmed by paper. This is the role of records management. The old fashioned way to handle this task was to file everything in large, bulky filing cabinets that took up rooms better used by employees. The new way involves making use of high tech innovations.
Scan It and Store It
With scanners it is possible to scan all documents quickly and efficiently. Once scanned, the original can be shredded. This offers an additional protection for your office, since all documents can only be accessed with the right password. In a medical office, this privacy is even more critical, since it is a matter of law.
You can opt to make all digital files available to the whole office, or limit who sees what. This allows for discretion while also providing access to shared documents at the click of a button. You don’t need multiple copies for everyone to get a memo, you just need to provide the link.
Improved Efficiency
Without all the paper that has been floating around, getting lost, found, and lost again, you will find that your office functions more efficiently. A project comes in, the records manager scans it in, and provides access to all the people involved. Most often, it is someone within human resources who is assigned the task of making sure all documents are scanned and available, but you can create any solution that works for your company.
Once a filing system is established, there is no endless search for new documents. Each will be filed in the right place, making retrieval a matter of seconds. When it is time to have a meeting, everyone can see the documents on their laptops and refer to them without pulling out reams of paper. Changes made to the original will be available to everyone right away.
Records management is easy to institute as long as you use the right firm to get the ball rolling. Best of all, the right partner will also be able to provide long term storage solutions and off site storage if you need.