The Business Benefits of a Modern Organized Filing System
Businesses today operate in an environment of fierce competition, where success often depends on providing better products or services at lower costs. Every effort must be made to streamline processes and procedures to achieve maximum efficiency. At the same times, rapid access to your documents is essential to making the best use of personnel and to give your company an edge over your competitor. Using an efficient paper-based filing system or a state-of-the-art electronic document computerized system can provide both a cost savings and increased productivity. Here's how:
Reduce Your Labor Costs
More than 80 percent of the cost to maintain paper records is in the personnel time used retrieving and replacing documents in the filing system. Color-coded shelf filing systems can cut labor costs up to thirty percent over traditional drawer filing systems.
Studies have shown that the personnel cost to handle records averages over 20 times the cost of the records themselves. A quick calculation of the hours pent by administrative personnel multiplied by their salary data will give you an idea of the labor costs associated with your filing system.
Use Less Space
Side tab filing systems use less than half the space of traditional top tab drawer filing systems. Maximize your records storage space with open shelf type filing equipment to obtain the highest ratio of records per square foot possible
Drawer filing systems waste office space because you need room to allow for drawers to be opened to access the files. And, since records in drawers must be below eye level to be visible, additional space is not wasted by not utilizing comfortable high space.
Reduce Workplace Stress
Make your office a more pleasant place to work. Eliminate the tension and panic caused by searching for lost information. Easy access to information keeps office workers happy and productive by making their jobs easier.
Eliminate Lost or Misfiled Records
One lost or misplaced record will often delay, inconvenience or require work to be redone by more than a dozen people. Executives spend an average of three hours per week looking for missing information. And the estimated cost of every "filing mistake" is over $125.
Clearly, reducing the number of misfiled documents has a dramatic cost savings to any organization.
The reduction of the personnel anxiety associated with misfiled records is an added benefit. Less stress among office workers makes for a more productive workplace.
Save Time and Improve Productivity
Because all folders in the filing system are accessible at all times (no file drawers), many people can use the system simultaneously. Congestion in the filing area is reduced, and personnel can retrieve and replace records quickly.
Color coding helps to identify the locations of records as the person is approaching the files.
The bands of color can guide the user to within a few inches of the folder they need before they actually touch the files, saving up to 50 percent of filing time.
Enhance Customer Service
Easy access to information enables you to improve the quality of service you can provide to your customers. Quick response to customer needs can give your organization the edge over your competition. Show your customers you value their business by keeping their important information organized and easily accessible.
Our Services
- Records Management Solutions
- Professional Services
- Computerized Document Management Solutions
- Off-Site Document Storage
- Document Shredding