File Conversions are one of the ways to make your filing retrieval and replacement process easier, efficient and profitable. Particularly for companies who have experienced significant records growth, converting to a new, more productive way of filing is most important. It can be a daunting task but, once understood, you’ll be more open to improving your current process.
Basically, a conversion works in any of several ways. A typical conversion may include some, or all, of the following processes:
- Transfer documents from old, less productive filing methods to new, more efficient filing systems. Documents may be removed from older file folders and placed into new file folders. Additionally, staples and paper clips may be removed and the contents of the existing file rearranged into a more desirable sequence.
- Contents of the existing folders may need to be re-arranged to give a more efficient and meaningful order to the records. Further, this will allow the user more flexibility.
- For growing companies, increased file volume could necessitate changing to a different filing system (i.e. alpha, alpha-numeric, terminal digit). New color coded labels utilizing the new filing method along with bar-coding or RFID provide means to keep track of the file as well as replace it easily and quickly.
- It’s important, particularly with large filing systems, to constantly merge and purge. This allows the old, inactive files to be retired and/or destroyed and provides a procedure to eliminate duplicate files while making room for new files.
- Identifying and coding file folders provide greater legibility. Fresh, high visibility labels replace old labels. Also, special pockets, inside and outside the folder, may help make one’s particular process more streamlined and easy to administer. Computer driven systems can make labels, track folders and drive the label identification equipment very economically.
Besides converting files for various reasons and with various methods may also include Project management, File Relocations, File Purging, File Destruction Schedules and File Audits.
All of these processes can be performed with minimal intrusion and upset to one’s workplace and the value of the conversion down the road may actually result in the company filing process becoming a profit center—at least in comparison to how it probably works currently. Developing a full document strategy is the beginning of the conversion process. This strategy can, and should be part of any company’s strategy since documents are what we use to run our businesses and without them our businesses would stop working in a single mouse click. That in mind, your documents should be a primary consideration and a conversion may be one of the first steps in making your organization more efficient, more attractive and more profitable.
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