Records management is more flexible than filing cabinets

July 10, 2013

As businesses become more dependent on processing software, it is becoming more important to properly manage different files of information. Offices can increase work productivity if they consider a comprehensive records management system. This way less time is spent converting files to be compatible with other programs.

Sifting through filing cabinets for information can be cumbersome, but it becomes more complex with electronic files. Information can join the database through Microsoft Office, SAP, Oracle and downloads, according to an article from Leppert. Finding a way to bridge these sources of information will maximize workflow.

Companies that want to remain competitive in their respective industries have to do more than purchase new software. Moving work-related material into shared folders is a good place to start, but only works for a short period of time. The piece explains that a thorough file focused records management system is a better solution.

Because there are many ways to structure a records management program, strategize around what systems have worked for your organization in the past. Do employees enjoy a database or cabinet-based search? Either of these options are available as long as each source is properly indexed by name, date, type and size of the file.

Similar to any document management system, it is important to inform each and every individual how to use the program. Not keeping others involved will not provide the results your business will be looking for. The best way this system works is if information is added on a consistent basis.

Tab Service Company is a Chicago based company with over 53 years of experience as a data processing service provider.  We provide business with outsourcing solutions for document scanning services, data entry services and mailing/lettershop services.  As a SOC2-approved organization, we apply industry-best practices to our approach with clients.