Improve Your Document Management in 4 Simple Steps

February 27th, 2015

4 Easy Ways to Improve Your Records Management

Records Management and Your Company

These days there is a huge range of ways in which businesses can deal with their documents and keep themselves organised. Some organisations even go as far as hiring someone just for that very reason.

This article will offer you four simple document management solutions including ways in which you can go about improving your document management and records management, regardless of your budget.

So, let’s get started with our four simple ways to improve your records management:

1. Take a day to improve your records management and your company will improve for years to come

Using one whole day to take a look at what you have, what you need and what you don’t need is by no means a day lost. By taking this time to sort out the organisation and records management of the office, you can get organised and save the company potentially thousands each year. Take a look at the filing cabinets you have, what you have within them and how it could be better organised. You’d be surprised at how much this can help, especially with a day or two at your disposal to do it.

2. Shift things aroundrecords-management-move

You’d be surprised how much of a positive effect shifting an office’s structure around can have on your records and document management. For example, you may not have noticed before but a member of staff may be having to move to the other side of the room in order to find one particular document. If that staff member is the primary user of that particular filing cabinet it is only common sense to move it closer to them. While this may only reduce seconds in a day, in the long run this can save the company a lot of time, money and space.

3. Talk to the staffstaff-meeting

You could arrange a number of team meetings to make sure that everyone knows where everything is. They could also voice any suggestions to improve things around the office. They’re the people who are working in the environment every day, so it makes sense that they would have ideas of their own. This would also be a good way to improve staff morale as they would feel more involved with the way the office operates.

4. Consider going paperless, or going digital with your records managementpaperless-blog

These days many companies are going digital with everything, especially with their documents. What everyone who is looking to improve the way they handle documents is looking for is efficient document management and today there is no more efficient way to handle documents than electronically. There are companies out there that specifically deal with document scanning and digitising files in order to improve a company’s efficiency and save them time, money and space.

Digital records management (or electronic document management) makes it very easy to search and find documents by doing a simple text search on your computer. Document management software is also a good way to go to make handling the files so much easier.

It’s true that records management is one of the pivotal areas of any company, especially one that deals with a large quantity of documents, so it is certainly worth looking into improving the way it is handled. Even if it takes you a day, or a week, or a month, it could save the company thousands of pounds in the long run with a better system in place.

Here at Pearl Scan Solutions we offer a fully bespoke document scanning service and document management solutions. Our services offer all of the benefits above and many more besides. If you would like some more information on how our document scanning services can help you and your company, get in touch today. For a free, no obligation quote, fill in our online form by following the relevant links below.

Interesting in more? Take a look at these-
7 Misconceptions about Document Management
What Can Digital Document Management Do For You?
The 3 Key Things to Look For in Document Management Software

Why Choose Pearl Scan?

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

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Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.