5 Tips for Securely Filing Business Documents
The search for organization and security has been the focus of large successful companies. No wonder, one area that has disappointed in the business world is document management, better known as the set of processes carried out for the efficiency, control, and optimization of document archiving in order to reduce time expenditure.
The interesting thing about managing documentation processes is that it is a guarantee that information relevant to a company or organization will be secure, which can lead to the reduction of financial losses and losses.
That's right: reduction of financial losses! Think, how much time do you currently spend searching the papers you store in inappropriate places for relevant information? Now, think about how many of those stored documents contain information that is irrelevant to the company and its employees?
Perhaps your answer to both questions must have been a clear and resounding one: A LOT. The truth is that organizing documents properly is not an activity taken very seriously by many people, which results in papers and more papers piled up without a reason to be.
Therefore, in today's post, we decided to provide efficient and accurate tips so that you can learn How to file your company documents in a more functional and secure way, eliminating once and for all the inconvenience of not finding that file you are looking for so much. Shall we go to them?!
1. Scan physical documents
We dare to say that the most assertive way to file business documents is Scanning the documents. This is a strategic attitude that aims to maintain the integrity of the documents that will be protected from the elements, which would not be possible if the documentation were presented on physical paper.
But we know that one of the factors that may lead you not to digitize your papers is the fear that they will no longer have legal validity. We are here to assure you that you don't have to be afraid, since they may have the same legal value and the best, integrity of documents can be guaranteed by means of an electronic signature.
Considering that the document is legitimate when digitized, another factor that is responsible for the digitization of the documents is the consideration of time optimization. Think about how much time you wouldn't save by transforming your files into digital media instead of searching through folders and folders for important information.
Strategic document management shows us that our time is valuable and instead of being spent on vain searches, it can be used in other management tasks capable of bringing greater profitability and profitability to your company. And we don't even have to say that scanned documents are synonymous with security, right?
Considering how easy it is to lose an important role in the daily rush, turning it into digital is a guarantee that, once saved in a database, your document is properly protected against data theft and loss.
2. In case of impossibility of digitization, use microfilming
You are unable to digitize your documents, but do you want to guarantee their good organization and integrity? Microfilming can be your best friend. The process of Photographic capture It's great for managing and archiving business documents, especially in companies that don't have as much physical space to ostensibly store documents.
Thus, by reducing the size of the files, microfilming allows you to gain space and, above all, the durability and integrity of the files, being a strong form of archiving.
3. Automate processes
We don't even have to say that time is money, right? So, it's no use digitizing old documents if the company will continue to generate paper forms, contracts, and reports. In other words, automate processes of creating documents once and for all.
To this end, consider hiring a digital document automation solution it is one of the best actions you can do for the organization of your company. Consider that, by doing so, you guarantee time savings, the best focus of your employees' efforts, the intelligent collection and management of data and, of course, the security of all the information collected.
4. Pay attention to the temporality of the document before disposal
The great difficulty people face when it comes to how to file documents relates to their storage time. This is because some documents, especially contracts and deeds, prove to be essential, while getting rid of the files before the specific deadline may cause irreversible damage to the company.
Fortunately, we have some guidelines that can guide us on mandatory filing periods. Check out some of them:
- 5 years for letters of resignation;
- 5 years for hour compensation agreements;
- 10 years for HR documents, namely: proof of vacation, TRCT, payroll and 13th degree receipt;
- Permanent validity for real estate deeds.
5. Organize documents by topic and chronological time
This tip is essential for better awareness of what is essential to the company in the current period of time. Although there are deadlines for storing a document, it is essential that all collaborators are aware that the most effective form of storage, regardless of whether physical or digital files, is the ordering of the documents by subject and sequentially by their date of issue.
Thus, it is easier to view the documentation and collect the necessary information instead of having to search for it in the midst of papers that are indifferent to the situation in question. We can guarantee that the organization of the files in ascending order is able to guarantee better operational and documentary management.
Ready! Now you have more than enough tips for securely printing a business document file.
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