“Filing and Record Keeping for Physical Documents” is about managing and organizing paperwork systematically. We create an efficient filing system and structured record-keeping process to make it easy to find, retrieve, and store physical records securely. This service helps businesses and organizations work more smoothly and efficiently.
Regulatory Compliance:
Information Retrieval:
Risk Mitigation:
Document Trail Assurance:
Operational Efficiency:
Decision Support:
Client Confidence:
Disaster Preparedness:
Implement a customized sorting approach based on your document types.
Arrange documents in files, ring folders and boxes for secure document storage.
Ensure Each File and Box is Clearly and Accurately Identified.
Utilize a secure in-premise facility with controlled environmental conditions.
Record each document, file and box location for quick and easy retrieval.
Begin your storage process by scouting for paper documents that must be safely kept away.
Go through every room where you stash documents — cabinets, drawers, dining table, store rooms, your car’s glove compartment, etc. Set them up in the area where you’ll sort through them.
Categorize Your Documents
Sort through the paper pile you’ve gathered and separate them into categories that will be easy for you to remember.
Common categories include bills and receipts, medical records, sentimental documents, personal information, confidential office documents, and tax documents.
If you have a recurring category, create a pile for that too. Remember to create a separate pile for documents that need to be disposed of.
Dispose of Unnecessary Documents
If you sorted through your documents properly, you would have found a few documents that need to be disposed of because they are no longer relevant.
To dispose of these, you can use a shredder to safely destroy them so that no one can get access to the information they contain.
Implement a customized sorting approach based on your document types.
- Each file and ring folder will be label based on naming format requested by client.
- Each box is labeled with a ‘box number & file reference number.
- EACH STORAGE RACK WILL BE LABELED WITH A ‘RACK NUMBER’ ON THE SIDE FACING THE ACCES ROUTE
- EACH LEVEL OF DOCUMENT RACK WILL BE LABELED WITH A ‘LEVEL NUMBER’ FROM BOTTOM UP & STICKED ON THE SIDE NEAREST TO THE ACCESS ROUTE
This allows for easier categorization of your documents, so files don’t end up in the wrong sections. If you have a large collection of paperwork to store, partitioned filing cabinets or drawers will work best in the long run. Be sure to label each section for easy identification.
Pending or frequently reviewed files don’t need to go into the filing cabinet or drawer. Instead, you can get an open-lid filing box or shelf to store such documents. Once they have been reviewed and do not require further use, you can move them to more permanent storage like a digital filing cabinet.
We will design rack & storage layout for your inhouse storage or choose the best 3rd party document storage partners.
We will assist and advice you in the preparation or selection of this Document storage premises.
IMPORTANT FEATURES OF DOCUMENT STORAGE PREMISES
- ENVIRONMENTAL TEMPERATURE CONTROL
- PEST CONTROL
- SECURITY, SAFETY & FIRE PREVENTION - 24/7
- ACCESS CONTROL - 24/7
- DOCUMENT STORAGE RACK
LIST OF DOCUMENT BOX AND FOLDER LOCATIONS IN EXCEL & PDF
THE RECORD WILL CONTAINED INFORMATION SUCH AS THE FILE OR RING FOLDER REFERENCE NUMBER, STORAGE LOCATION, RACK NUMBER, RACK LEVEL AND BOX NUMBER.
WITH THIS RECORD, ANY DOCUMENT CAN BE RETRIEVE EASILY AND QUICLY.
A. Preparing and Filtering Your Documents For Long-Term Storage
-
Gather All Documents
Begin your storage process by scouting for paper documents that must be safely kept away. -
Categorize Your Documents
Sort through the paper pile you’ve gathered and separate them into categories that will be easy for you. -
Dispose of Unnecessary Documents
If you sorted your documents properly, you would have found few documents no longer relevant that need to be disposed.
B. Physical Document Filing & Boxing
C. File & Box Labelling
D. Physical Filing Cabinet
E. Physical Documents Storage
F. Physical Documents Record
When you receive a document from a co-worker, vendor, or customer, it’s tempting to “just put it away” in a pile on your desk or drawer, or to keep it in your email inbox or downloads folder. “Hmm. Looks interesting, but I’ll take a closer look at this later, when I’ve got more time.” Sound familiar?
After a while, many such documents build up, leading to clutter. And it becomes less and less likely that you’ll ever find time to go back and get all of that information organized.
Meanwhile, you can spend lots of precious time searching for documents that have got lost in all the mess.
Although most companies are striving to reduce the volume of paper used, paper documents cannot be fully avoided. Eventually the expanding volume of paper documents will reach a point when the company will need to efficiently resolve the issue of paper document management, record and storage.
Midteam can resolve your issue and design storage facilities on your premises. We maintain a high level of quality of services and security of your documents, in compliance with the applicable legislation and standards. Establish control over the paper documents.
