Whatever your document management issues, Paper Tiger Document Management and Filing System Software is the ideal solution to help you control the paper flow in your company.
Some businesses have so many files that they must consolidate at times. They may have rules that state that files can be moved to basement storage periodically, to an offsite location, storage shed, or a corporate storage location. When this happens, how do you handle the filing on those still important, yet archived, files? Let’s consider…
1. Basement Storage
Whether you store your files in a file room, unused office, or a basement storage room, you need to keep track of them with your filing system. Some people may think you can’t use an indexing system with archived files, but that’s far from the truth.
Document management via an indexing system makes more sense now than ever because your files are farther away from your “regular” office space. This means you’d have to go further to find the files you need, which of course takes more time and creates added expense.
When you index archived files in remote storage areas, you’ll be able to search the Paper Tiger database to find where the file is located, then go right to the location, pull the file, and be able to get back to work with the file in hand. Then you can quickly return the file to the same location when finished.
An indexing system handles the information required so you know which files are in the basement or other storage area compared to the file room. There’ll never be confusion as to where a file is located with an indexing document management system.
2. Offsite Storage Location
Offsite storage locations can be different than other storage areas. The main reason being you don’t have the ability to easily browse where your files are in those storage facilities. Using indexing to manage your documents stored in an offsite location, you can manage these files the same way as any others. Note the location of the files, add keywords to help you index them and file as needed. The hardest task then will be beating the traffic in your drive to find a file.
3. Storage Shed or Unit
Some businesses use storage units either on location or within a locked gate at a different facility. With this type of storage, you’ll want to use shelves so archived file boxes aren’t directly on the floor. Shelves will protect the files and still allow you to use your indexing file system easily.
For best results, mark each shelf so you’ll know specifically where boxes are located. You can, of course, use file cabinets, but you might not want to purchase new cabinets when you move files to archived storage. Metal shelves will work just fine while still allowing you easy access to your documents.
4. Corporate Storage Location
At times when corporations have small divisional offices, they may not have the room to store archived files, and they don’t want to send them to an offsite storage location. In this case, those files may be sent to the corporate office for safekeeping.
When this happens you can use the same indexing system you’re currently using, even though the files aren’t in the same location. You manage it the same way you would with any other offsite storage location. Simply note the location, the box number and keywords in your index file and you’re good to go. Document retrieval is a cinch, regardless of where your files are stored.
One advantage with corporate storage is that you will typically be able to contact someone in the corporate office and ask them to send you any files you need without you having to make a trip to the office. With another offsite storage location, that wouldn’t work, of course.
At times businesses may run into storage problems and will need to move files around to accommodate space or a change in facilities. Using an indexing system for your document management needs will make this an easy transition and still allow you needed access to your files.
Whatever method you use to archive files, be sure and use the Action Date function in Paper Tiger to remind you when these archived files need to be pulled and destroyed based on your company’s records retention policy. If you don’t already have a records retention policy, see our ‘Retention Guidelines: How long should you keep records?‘ articles that might be helpful to you.
Try Paper Tiger Document Management and Filing System Software today and see for yourself!
