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Have you ever seen your receptionist searching for a file while the phones are ringing off the hook? Or do you normally have to tell someone you’ll get back with them because there’s information missing from their file? If this is the case, then you need a better records management system for your business. Lack of organization can quickly spread like a virus. Look at it this way: chaos equals less profits and a decrease in efficiency. But it’s never too late to get organized and apply office management strategies to improve your records management system.
So begin by establishing a set of procedures for your records management system, as these will help you run your operation smoother. These routines should comprise methods for handling paperwork. This means that if you receive an invoice, it should be taken care of and filed, not left on top of a desk to pile up with other documents. If you’re using an automated records management program, you should name one or two people for handling key matters such as paying the invoice and inputting the data into the computer right away. Keep in mind that these individuals will need to have “emergency” procedures knowledge in the event the computer system fails; they should know the number for the computer repair person if they cannot fix the problem themselves.
If you handle delicate business matters, appoint someone to retrieve client files as all the contents will be considered confidential. Have someone in charge of security; this person will issue passwords and user names to authorized personnel.
Keep in mind that the key to avoiding chaos at an office is to keep updating records on a regular basis. Thus, this should be part of the daily records management routine. So add new clients /customers to the database immediately and keep their information up to date.
Make certain your personnel are aware of the Privacy Act rules; and if applicable, verify that all customer authorizations are kept in their files.
When it’s time to move the files out of the office make space for new ones. Take time to research the laws of your country for disposing of data. And if possible, inquire about converting your data to electronic records.
Don’t spend time reacting. With an organized office, you’ll be able to dedicate valuable time to expanding your business or to the creative aspects for increasing profits.
How to Retire Your Computer
As technology improves with every passing day, we find ourselves looking to retire our old equipment in order to replace it with the latest and greatest. This is certainly the case when it comes to computers.
Why Is Records Management Vital?
If you’re interested in improving the way you run your office, then you should consider implementing a proper records management system.
