Outline the procedures for dealing with inactive files

When files become inactive it does not mean that they are no longer important. You never know when something may come up where you need to be able to access those files you haven’t looked at in years.

Record Nations offers digital record storage and offsite storage to keep all those inactive documents safe and available for you to view them in much easier ways then frantically looking for them around your office.

Store Your Files Digitally

Digital storage is probably the most popular way to store your inactive files. All the options are easy, convenient, and will increase your employee’s productivity.

Scanning services will give you the opportunity to make all your physical documents into digital images, and every image is indexed to make it easier to find. Files can also be converted into an editable format with Optical Character Recognition (OCR) so whenever changes need to be made, there is no hassle.

This will create free space throughout your office, and allow you to finally get rid of those bulky filing cabinets.

Document Management Systems (DMS)

After your documents, have been scanned and indexed you may consider indexing them into a Document Management System (DMS). This software will provide quick access and instant backups for your business’s entire collection of records. DMS provides storage, tagging, security, indexing, and remote retrieval.

Your inactive files will no longer physically be in the office but they will be in the DMS, which will make your employees more productive and save everyone time. Searching for files can take time you don’t have to spare and cause aggravation. Digital files can be viewed in no time with a simple keyword search.

Tell a friend

Leave a Reply