How can you manage office records and data more efficiently?

Creating a SOP (Standard Operating Procedure), that new and seasoned coworkers can work from, which explains the definitive system your office has adopted for record retention and filing, may lessen this burden.

When creating a system, please remember you are not the only one using it. Make it so your successors can understand your logic in choosing the categories. Also, I agree with the statements above wholeheartedly.

Make sure a naming convention is in place agreed by everyone. Dating documents is important, particularly if you do not have a very sophisticated document management system.

Utilizing metadata function whenever possible is a recommendable way to promote finding data from your archives. You can do the trick with a couple of well chosen words -but remember to make sure those words are widely known in your organization AND adding metadata into documents is expected -and execution supervised- by your organization.

When creating a retention guide, research industry standards. The retention periods can vary between industries and document types.

For Government and financial entities this can include being well-versed in the document retention laws and regulations. It is useful to have a document information sheet as the front or back page of a document, which details the version it is/dates and details of each update/who did those updates/who or which department is in charge of the document/retention period.

It's important that you label stored documents with information from your retention guidelines. Often the destruction dates are years into the future, perhaps long after you are no longer in your current position. Be forward thinking as you pack and label stored documents for future disposal. Include the type of document, date of storage, and date after which the documents can be destroyed.

Digital data storage, as well as the use of tablets and e-signatures for every documents. Not only will this help to minimise effort, but it will also enable for a paperless environment, with all data saved departmentally in an office server accessible to everybody.

I have the same comment as with the classification system. Please make sure your logic in choosing the method is understood by others that will be using it. And I agree with all that is stated above as well.

Until I read one comment here, I was solely working on the fact that we were discussing digital documentation. From a digital point, having a document management system should be separate and apart from a repository system, which is where archived documents and those awaiting destruction, should be stored. These must be checked and re-checked before being deleted (although with IT, is anything every REALLY deleted......). Systems should be in place when dealing with FOI, or personal data, that a person's "right to be forgotten", can be dealt with efficiently in terms of retention of documentation.

Also, make sure the storage room can handle the weight of the shelving and records combined. This is why most records storage are on the lower floors or basements of buildings. The floor could collapse if not reinforced properly during the building process.

One of the key functions when taking digital technologies into use in an organization is the system's (software etc.) ability to manage data admission rights. Admission rights can be taken care of, for instance, by the user rights of the employees, so that a certain user profile grants automatically admission to certain files. No matter what the method is, it's crucial that there exists one and that it is compatible with the data management system used.

I strongly agree with this, but it is also important to look at internal communication, which channels are being used, who’s is doing what and if they are align towards a common goal. Foster communication using tools like Microsoft Teams or Slack. Also, you can create a manual where people understand levels of confidentiality, urgency and importance of data.

There will be some aspects of data that are confidential and need special handling. Be sure your staff is well-versed in what is confidential and what is not, what they can share with others and what they cannot. There could be legal ramifications associated with this issue. Be sure that confidential documents are stored in such a way as to ensure they remain confidential.

Like most everything if you are clear in your training and intentional with your training processes and organization flow much better. If you are setting up a new office get input from those that will be using the organization system! Being able to hear why you file or organize in a certain way makes it so much easier to understand and follow. When you assume everyone thinks the same way you will run into unorganized files.

Agree with this part wholeheartedly. Training your staff is one of the most important aspects of good records management. Writing an SOP (standard operating procedure) is a good idea as well.

In training, don't forget repetition! Firstly, organize regularly (i.e. once a year) compact info events on the subject for your staff. Secondly, remind your staff of the guidance there exists in your organization on the matter on your info screens, if you have such in use in your organization. It is also important, that you train your staff in which software they are allowed to handle company data and explain why (the reason may be, for instance, that softwares designed for consumer use don't apply strict enough data treatment policies to be used for company's sensitive data). Lastly, remember to include the subject in the orientation programme of a new employee, too.

You should also consider what types of documents and data you're retaining. Don't overdo it! Business owners and staff often feel like document retention, data, and records must be extensive. Adopt the less-is-more approach and aim for a single page per item required. Regularly audit the documents and data being stored for legal and proprietary retention requirements. Free up space and time by staying on top of what is actually necessary and for how long. The return on this practice is exponential!

Consider who has access to it and if it can be anonymised for strategic purposes. For example addresses can be used to identify areas where you target your advertising

Consider who has access to it and if it can be anonymised for strategic purposes. For example addresses can be used to identify areas where you target your advertising