A records management system known as (RMS) is a must system for any organization, corporate, and company to build organizing records for all the company working details.
This system is helpful in any company type, whether, it is a private, governmental, or even non-profit organization.
Corporate records management is the process of creating, maintaining, documenting, and even records retention of the company’s employees, and project files, in order to create and build a clear archive for every little detail, this will make everything a lot easier from workflow to productivity, with the easy and fast access to all the required data.
Why organizing records is important?
If you are asking this question and you are a company owner, then, fortunately you have never lost or missed a project document, invoices, or employees’ records, which is a great thing, however, do not rely on your luck anymore and start building a corporate records management system.
Saving all data and organizing records is the actual importance and benefit from corporate records management, moreover, this is highly cost-effective due to all the time saving, records saving, and even more, with organizing records you will be able to plan project’s future and solve company problems faster, with a clear perspective from all the scheduled records.
How to make a records management system effective?
Even with different ways to do corporate records management, there are a few main points to take care of when organizing records, to gain the best records management system:
- Employees hiring and layoff records, estimations, and CVs.
- Major transactions details, causes, partners, and records.
- Records of selling and buying everything from office equipment to company real states.
- Important contracts within the company and with other companies.
- Company’s study for marketing strategy, new products, and new marketplace.
6 Needs for successful corporate records management:
When planning a working error-free corporate records management, you need to have all the right equipment to set everything as should be, moreover, to save your valuable records.
1. Needed space:
Organizing records in a suitable space for your company working style, play a good role in making this a successful process.
When you could, set a room with enough space for records within the company space, which would be more than great, and do not forget to consider future records scheduling, moreover, Installing shelves is also important in such a space to make records organizing easier and more effective.
Another important point to consider is the space ventilation system and humidity reducing system to keep records in the best condition.
2. Ring binders:
Ring binders are important, not only for corporate records management, but also, for all paper-needing corporate aspects, this will help in organizing records in groups, which you can set by years, project’s type, or even by company departments.
More than that, ring binders will take a role in protecting records’ paper from weather factors and other factors.
And keep in mind that you can differ those ring binders’ groups by several colors to make your records schedule even more effective.
Labelling your corporate records management is even more effective than you think with details are written right in front of you.
You can benefit from a labelling system on shelves, ring binders, or even in sections when you have a large records space.
More than that, you can use layers in your labelling system, like dividing a corporate project record into layers from employees, financial, time schedule, and even equipment under one big label in the whole picture of the project itself.
4. Binding machines:
From our actual experience, we advise you to have binding machines, not only for your corporate records management, but also, for your corporate overall work too.
This will help you to do file assembling with any paper amount in just a few steps, which will give you the ability to do organizing records as you want.
So, do not think twice and add this super useful machine to your records room tools.
5. Shredding machines:
Here comes the fun part, and one may say, it is a stress freeing process when using a shredding machine in records retention.
This is not a random process, but get done due to a file retention schedule, that is set by different factors, like: time, needing, and importance.
However, many experts advise keeping all the financial records when scheduling a records retention.
6. Records management electronic system:
With today’s different types of electronic corporate records management, you will for sure find the one that works best with your company, especially that adding an electronic system to your records schedule is never a bad decision to take in our days.
This does not mean reticence your paper records and space, but just back it up with an electronic organizing records system.
Corporate records management is more than important for any company including yours, so, start planning one, and contact OfficeMe for all your needed office space and records management equipment and tools.