It is essential to have proper techniques for file organization, document management and clutter control if you want your office operations to run smoothly, to eliminate the chances of chaos, and save yourself legal trouble. If you are Human Resource professional, administrative professional or office manager, here are some of the things you need to focus your attention on:
Imagine your superior walks up to you and ask for a certain report. Will you be able to produce it immediately while he or she is standing there, or will your tell him or her you will bring it later.
If you do not have an effective filing system that enables easy retrieval, valuable time will be wasted hunting for tat specific document, and you will fail to make a good impression to your superior. An easy system you can implement for an efficient filing system is to have broad headings for all the files. It will also help if you file any document you come across instantly.
The Federal Trade Commission rule regarding records disposal requires every employer to a reasonable degree destroy all paper and electronic documents that contain identifiable data of employees and job applicants, such as credit history and social security numbers. Even though the rule does not stipulate any disposal method, for paper records, it suggests shredding.
If you fail to destroy these papers after the required retention period has passed, you may be liable to heavy penalties. Before you even create an effective records management system, you should know what you have and how long you must keep it both legally, and for the purpose of your business.