An organized office tends to be a successful office. Whether it is only you in your space or you oversee a full staff within your company, managing your papers and files will give you time to focus on other tasks at hand. Developing a plan for your information will benefit all those involved with the paperwork of your business. Here are a few steps to company documents safe and protected.
Develop a Plan
Evaluate the mail that comes into your organization and determine how it should be sorted. Do this as well with documents that are printed from your systems and any other paper related to your business. Determine where you believe these items should go and in what order they should be filed. When you make this plan, write it down so that you can remember what you wanted to do as well as share it with the rest of your staff. If you do manage an office, post your final paper management plan close to the place where you store your paperwork and supply each employee with the same documentation. Explain to everyone the importance of following the guidelines that you developed so that everyone is on the same page.
Using an Online Service
While the standard file cabinet might be convenient at times, it can also be a hassle if everyone wants the same information. Consider scanning your files and uploading the final documents to a cloud server. When you do this, your data is stored and protected in an offsite server and is accessed through the internet. The company you decide to go monitors their systems around the clock and ensures they are safe by utilizing cybersecurity measures. This allows everyone in your business access to the data they need at any time. You can segment it per department or by the type of information in the file. If your accountants need information to provide to the Internal Revenue Service for taxes or payroll, you can have a cloud server set aside for a government document management system. If you decide to go with this option, find a service that is simple for your staff to learn. Write down the easiest way for them to access what they need and provide them with the steps to do so. Be available to anyone who might need help learning the method to access the cloud. Also encourage them to continue to add data to the server so that everyone can use it.
Provide the Right Equipment For Your Physical Office
Whether it is online or physical, be sure that your employees have the tools they need to be organized. Clean out your file cabinet so that the folders can be placed into the correct order that you determined in your management plan. If you have sensitive files in your business, set aside space in a cabinet that locks and give the key to those qualified to handle that information. Purchase organizers for those who wish to use them on their desks to keep their area free from clutter. Get a shredder to dispose of confidential data. Set aside a place for mail to be gathered by the postal worker.
Get the Right Software
Along with the cloud server, make an effort to have your office be as paperless as possible. Buy software for your staff that allows them to do their work on the computer. Set up an email system that keeps the messages digital instead of printing them. Consider a payroll and accounting program that processes payments to your employees and vendors direct instead of mailing them a check. Install antivirus and antimalware software to protect their systems from being corrupted or hacked. Educate your organization on how to use the programs that you have purchased and be sure they understand what to do with them.
Lead By Example
Your staff will strive to be organized if you attempt to be also. Sort through your own documents and toss whatever you feel can be disposed of. If it has sensitive data on it, shred it. Evaluate the files that you have on the desktop of your computer and save them either on the cloud or your hard drive if you are finished with them. Set up an expense folder and place it nearby for you to put your receipts in. You can also scan these and keep them on your system as well. Clear off every flat surface in your office and research where you should keep what you find. Strive to keep your space as clean and clutter free as you can. When you and your employees are organized, you will know where to find the documentation you need to help you finish your projects quicker. Developing processes both in your office and online can assist you in maintaining your information and creating a successful workplace.
