Posted under Records Management
by on December 6, 2016
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Posted under Records Management
by on November 30, 2016
Almost every business and organization has papers and documents that must be filed and stored. However, when these documents start to pile up, it can be extremely difficult to keep track of them. There are a few steps you can take to make the storing and retrieving process as seamless as possible:
- Secure confidential documents in a private space where only those who need them have access. Keep multi-user documents should be located in an open, easily accessible location.
- Determine which employees need access to what information. Store the files close to the people who work with them frequently.
- Filing cabinets should be located in a space where they can be easily opened. Avoid cramped and overcrowded environment.
- Maintain your files so that they are kept only as long as they are needed. If they are no longer need, be sure to properly destroy them.
- If you run out of space, consider an off-site storage unit. In that case, it is suggested that you keep in mind the effects of humidity and temperature on paper. Keep your boxes and files dry. Again, store the most important files at the front of the unit and keep organized labels.
Storing files can be a pain but when you take the time to organize and label accordingly, it will save you stress in the long run. To help limit the amount of files, avoid any duplicate files.
For more help on organizing your files, read our blog on How To Organize Your Files and Reduce Error.
Posted under Fireproof Records
by on November 16, 2016
Each day, workplaces generate waste such as paper, aluminum and plastic, that could easily be recycled. In fact, the Environmental Protection Agency estimates that 75 percent of the American waste stream is recyclable, but we only recycle about 30 percent of it. For many, starting a recycling program at your business may seem like a task that requires too much extra work. However, recycling programs could actually make things easier and more cost effective for your business. Let’s take a look at a few simple steps you can take to start your recycling program.
- Commit. A great way to get your recycling program started on the right path is to get employees excited and on board. Create a formal announcement so everybody knows you are committed and devoted to a successful program.
- Conduct an Audit. Determine what materials your business generates and how much. Evaluate how much is actually recycled, if any, and how much is thrown away. Keep note of these numbers so you can use them to compare to your future efforts.
- Create a team. Assemble a “green team” that includes a variety of employees, from secretaries to top management to maintenance. Once the team is assembled, make sure each member knows their responsibilities and part in the program.
- Develop goals and a plan. Decide which materials must be recycled based off of your audit. Start with the items that generate the most waste and assign specific goals and benchmarks on how much you would like to recycle and accomplish. Next, plan what the collection methods will be and distribute appropriate recycle bins throughout the workplace to make the process as convenient as possible for employees.
- Educate. Educate your employees on the importance of recycling and include why recycling is important to the values of your company. Don’t forget to keep them informed on the goals and benchmarks you have created.
- Motivate. Motivate all staff to participate in the recycling program by providing incentives for both individuals, teams and companies as a whole.
- Monitor and maintain. Continue to monitor and measure your success on a regular basis. Maintain momentum of the program by sharing your successes via email, social media, websites, newsletters and more. Make sure these are visible to both employees and customers/clients.
By following these steps, you will be on track to a successful recycling program. Take the pledge and commit to recycling at work.