If you have a running business then you will have documents and paperwork as a defined part of the working process, moreover, organizing these files is highly important and effective for the future of your business.
So, whether we are talking about a small company or a big one, they both will have paperwork, although the amount itself may differ from one company to another but it will still exist and get bigger over time, more than that, there will be different kinds of contracts, invoices, reports, records, employment applications, insurance policies, and financial statements for each project, employee, and department.
Although this is an overwhelming process while planning and going through, yet it has great results, moreover, it is necessary for every successful business, and that is why we advise you to go through it with the next amazing 6 steps.
The Benefits Of Business Organizing Process:
There are many benefits of organizing and documenting your business paperwork, whether you are running a company or working from a home office, that we are sure once you know them, you will start planning your own organizing process:
- Effective and smaller storage space for documents with guaranteed access to them whenever needed.
- A better workflow, since employees will not lose time searching for documents and files, moreover, all data will be clear to review for years to come.
- Ensure documents security with backup recovery system from corruption or loss.
- Increase the future projects’ and plans’ efficiency with clear data to review, moreover, once the process is done the future archiving process will be easy and routine.
6 Steps To Create Your Business Archive:
So, since you reached this point of our blog, then you are convinced of the importance of this process, and looking for the most essential and effective steps to create your business’s archive:
1. Buy The Needed Tools:
Like any other business process, archiving will require a set of tools not only to make it easier, but also a successful one.
Although, this includes several machines, yet they are all necessary and will make a difference in the process, moreover, this may differ a little from one business to another.
These are the definitely included items:
- Binding Machine.
- Shredding Machine.
- Labels Maker.
2. Set An Archiving Space:
Setting up a special space for the archiving room is essential, whether you have a lot of files or not, moreover, even if you went with full digital file organizing process, you will still need space for the process of filing and digitalizing.
On the other hand, you should consider having easy access to the space whenever you need to, moreover, a maintenance process should be considered for the future, with a good ventilation system to protect files from the humidity effect.
3. Build A System:
Building your archiving system with a clear process will make this faster and more effective in the longer run.
So, part of building your system should include deciding whether to archive in traditional or digital method, moreover, if you are going to keep all the related paper of the project’s process and other business details as well, or just the final results of each process.
4. Using The Right Software:
In modern life, even with a traditional archiving method, you will need archiving software with a great backup feature, for many uses including e-mails, tasks, and projects’ data that are available virtually.
More than that, with many available options you can find the right software for your working style, within your budget and with the best possible backup solution.
5. Work Through Each Department:
As any company and regards its business category, it will have departments in it as a 101-business rule, so, when archiving for the first time, you should do it by each department separately, moreover, use ring binder folders in different colors for each one.
This working style will make it easier in the future to build on your archive, and come back for any needed documents and details.
6. Purge Unneeded Documents:
Now, after deciding the archive system and archiving all the important paperwork and data, it is time to use the shredding machine to purge all the extra paper that is either unneeded, or have been digitalized.
This will help you to avoid piles of unnecessary paper in your office space, however, you should consider the “Seven-Year Rule” before purging, particularly, for financial paper and documents.
One Last Word,
The archiving process is important and effective in the growth of your business, moreover, you should schedule annual maintenance for the archiving space, and a reviewing process to get rid of unwanted paper.
Moreover, keep in mind that you can contact OfficeMe for any needed high-end office tools.