Focus on labeled drawers to organize documents
Posted: Thu Feb 20, 2025 8:06 am
The ideal way to digitize information is to rely on the services of specialist companies, which, in addition to being responsible for digitization, also offer an online management platform , where all information is accessed and managed by authorized people.
With digitalized information, in addition to considerably reducing the accumulation of paperwork in the office , it also allows for the reduction of lost documents and printing costs.
Furthermore, it is much easier to find information in online software than searching in physical files, since these tools have a search using the OCR (Optical Character Recognition) standard, which is a technology for recognizing characters from an image file or bitmap.
> Learn more about the advantages of document scanning!
4. Screening routine
All documents that enter or leave the company will first need to pass through your hands. This way, you can organize yourself and know which documents should be scanned or stored in physical files, while also having greater control over the index, allowing for faster and more practical organization.
An effective method is to ask all departments to gather the documents that will be scanned and deliver everything to the manager at the end of the day. This way, it is possible to carry out the screening, remaining in full control of the documentation existing in the company.
This process should become routine so bahamas mobile database that file organization is maintained in the long term.
5. Organizational index
Once the information is organized and categorized correctly, it is necessary to create an index of cataloged data , something essential to facilitate future searches.
Searching for a document is much easier when it is systematically catalogued. (Photo: Freepik)
Some companies have the habit of establishing indexes according to alphanumeric combinations.
For example: the folders on shelf A1 contain data relating to former employees and former suppliers, the folders on shelves A2 refer to material expenses, and so on. This is a good tip on how to store physical documents !
6. Paying attention to the document validity period
Some administrative documents need to be stored indefinitely, whether on computers, in the cloud or in physical files. However, most documents have an expiration date and need to be deleted to avoid the accumulation of unnecessary information.
As long as documents are legally valid , there is a legal obligation to keep them in perfect condition.
When creating document indexes, reserve a field in the tables to designate the expiration date of each document. In the case of physical files, it is possible to insert a label in the folders, showing the expiration date of each document.
With digitalized information, in addition to considerably reducing the accumulation of paperwork in the office , it also allows for the reduction of lost documents and printing costs.
Furthermore, it is much easier to find information in online software than searching in physical files, since these tools have a search using the OCR (Optical Character Recognition) standard, which is a technology for recognizing characters from an image file or bitmap.
> Learn more about the advantages of document scanning!
4. Screening routine
All documents that enter or leave the company will first need to pass through your hands. This way, you can organize yourself and know which documents should be scanned or stored in physical files, while also having greater control over the index, allowing for faster and more practical organization.
An effective method is to ask all departments to gather the documents that will be scanned and deliver everything to the manager at the end of the day. This way, it is possible to carry out the screening, remaining in full control of the documentation existing in the company.
This process should become routine so bahamas mobile database that file organization is maintained in the long term.
5. Organizational index
Once the information is organized and categorized correctly, it is necessary to create an index of cataloged data , something essential to facilitate future searches.
Searching for a document is much easier when it is systematically catalogued. (Photo: Freepik)
Some companies have the habit of establishing indexes according to alphanumeric combinations.
For example: the folders on shelf A1 contain data relating to former employees and former suppliers, the folders on shelves A2 refer to material expenses, and so on. This is a good tip on how to store physical documents !
6. Paying attention to the document validity period
Some administrative documents need to be stored indefinitely, whether on computers, in the cloud or in physical files. However, most documents have an expiration date and need to be deleted to avoid the accumulation of unnecessary information.
As long as documents are legally valid , there is a legal obligation to keep them in perfect condition.
When creating document indexes, reserve a field in the tables to designate the expiration date of each document. In the case of physical files, it is possible to insert a label in the folders, showing the expiration date of each document.