5 Common Errors in Business File Management and How to Avoid Them

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There are 173,731,463 items in the world’s biggest library as of November 2021. Although you probably don’t have as many documents in your business, it’s still crucial that you keep them in order.

To do this, you need to avoid the most common errors in business file management. Otherwise, you could find your record system becomes hard to use and employees can’t find the documents they’re looking for. 

That’s why we’re going to review 5 of the typical mistakes that people make when storing records and explain how to avoid them.

Let’s learn more.

1. Not Having an Index

The first priority when developing a file management strategy should be to create an index. This will tell people precisely where they can find the documents they require. 

You can also use Tabshop custom index tabs so employees can locate the right files without having to move other documents out of the way. This can be a brilliant way to instantly make your filing system more organized.

2. Having Too Many File Storage Locations

Many employees like to keep files in drawers at their desks, but this can lead to documents becoming scattered around a building. By having a central storage location, you can keep all your files in one place, making it easier to keep them in order and reducing the risk of paperwork getting lost. 

3. Not Restricting Access to Your Filing System

It’s a good idea to have a file management team that controls access to your documents. This will mean you have fewer people moving documents without supervision. 

Should any paperwork be missing, you will also know who to contact so they can return it to the right position in your filing system. 

4. Not Having a File Inspection Schedule

Despite your best efforts, it’s still possible that your filing system could start to become messy. However, if your file management team performs regular inspections, they can spot errors and correct them at an early stage. 

This could include checking that names for files correspond to the information in the documents and ensuring that all paperwork is labeled. 

5. Keeping Documents for Too Long

If documents are no longer relevant and there is no need to retain them, keeping them in your filing cabinets can cause unnecessary clutter. Instead, you can dispose of them as long as you are careful about protecting business data. Using a shredder or hiring an external data disposal firm can help you get rid of files in a legally compliant manner. 

Don’t Make These Errors in Business File Management

Using these tips can help you sidestep these common errors in business file management. Rather than allowing your storage system to become untidy, you can create an index and appoint trusted members of staff to keep your files organized. It’s also a good idea to limit how many people can access your documents and to get rid of files that are out of date.

Your employees will then be able to find the information they need without delay.

If this post has helped you improve your file storage system, check out more of our informative blog articles.

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