EFFICIENT DOCUMENTARY ARCHIVE AND ORGANIZED WORK MATERIAL

A key factor in companies, offices and offices is the creation of an adequate working atmosphere that contributes to enhance concentration, productivity and the generation of ideas. Functionality and good design will give way to that desired environment, however, no matter how attractive and updated the design is if there is an excess of office equipment, supplies and documents that make the spaces chaotic and impractical.

Although we try again and again, the papers tend to accumulate. The files, the writings, the mail and the notes seem to be reproduced. If you leave the paper in "freedom" you will not be able to find a file or document on time and in the best case it will take twice as long. Keep paper at bay and apply proper methods to preserve order.

DOCUMENTARY MANAGEMENT SYSTEMS

«Documentary management consists of controlling in an efficient and systematic way the creation, reception, maintenance, use and disposition of documents. » (ISO 15489-1: 2001 [E], Information and documentation - Document management)

OBJECTIVES OF A DOCUMENTARY MANAGEMENT SYSTEM (SGD)

  1. Systematize and control specific activities that affect the preparation, reception, location, access and preservation of documents.
  2. Protect and access the documentation that is generated in a safe and effective way.
  3. Ensure the proper functioning of the company and compliance with current legislation in attention to data protection.

An adequate file facilitates daily work and supports decision-making, ensuring in turn an adequate preservation of the historical and documentary heritage of the company. It also has an important role in the quality and image of the company, for the following reasons:

  1. Avoid the loss of documentation, since all documents are included and recognized in a single system.
  2. Avoid wasting time in retrieving documentation.
  3. It allows the control of access and information security, and prevents third parties from accessing the contents.
  4. It establishes a life cycle of the documentation and facilitates its destruction in a safe and certified way.
  5. It establishes the collaboration between the different departments of the company for an optimal management of the SGD.

REQUIREMENTS FOR AN EFFECTIVE DOCUMENTARY MANAGEMENT SOFTWARE

CAPTURE

The implementation of a document manager involves the digitization of a multitude of documents. All these documents will be archived in a central location from which the information of the company will be organized. Digitization is a slow process and not as easy as it appears, therefore, acquire a document manager that allows the capture of documents effectively and quickly can be an advantage in both the short and long term.

AUDIT AND COTROL VERSIONS

Documentary managers should allow to track any type of modification made within the system. The tracking of this information allows a company to know who, what and when a document or file has been altered. An additional feature related to change control is access to previous versions. There is a time when a document is modified by deleting information, but later it is shown that such information is necessary. In this case, it is important to be able to access any version of a document to facilitate, for example, the retrieval of information.

WORK FLOWS

The control of workflows is a fundamental characteristic of document managers. Assigning tasks, monitoring them or establishing deadlines are some of the functionalities that can be used in document management programs. Selecting a system that offers options in the management of workflows can contribute positively to the increase of productivity within the company.

REPORTS

A document management system that does not provide search facilities and subsequent preparation of reports can not be considered complete. Documentary managers store large amounts of information, so the ease of search is one of the key aspects in the choice of this type of tool.

SECURITY

The levels of security required to offer peace of mind to the users of a document manager are very high. All the information of the organization can be stored in a central location to which only the appropriate personnel should access. For this reason, companies that seek to implement a document manager should study tools that offer possibilities for encryption and recovery in case of disaster.

INCREASE

The systems of documentary management suppose an investment for the companies. Not only for the acquisition of the program, but for the training, loss of initial productivity etc., therefore it is not appropriate to get rid of the system after a short period of time. If a company is in full growth, it must select a document manager according to that moment. From the increase or decrease in the number of users to the storage capacity are important aspects that must be taken into account when choosing a document manager. The systems that are acquired must offer the possibility of growing with the organization, otherwise, it will negatively affect the business economy.

ADVANCED FUNCTIONALITIES OF A DOCUMENTARY MANAGEMENT SYSTEM

ACCESS FROM MULTIPLE DEVICES

During the acquisition of a document management system this characteristic is a key aspect. The mobility within the work centers has increased during the last 10 years, hence the need to access information from any location. Many document managers already work with interfaces that allow viewing from mobile devices such as smartphones or tablets, but not only that is important. The functionalities that are enabled to work from this type of devices can tip the balance in the selection of a document manager.

UNLIMITED REVIEWS HISTORY

By combining data storage with the ability to track the versions of a document, the result is a system capable of moving a user to any change that the file has experienced. This aspect is important because of the rise of collaborative documents. Changes made to a file can be unwanted or unnecessary. In those cases, many systems allow you to eliminate these modifications and return to any previous version of the document.

LIFECYCLE MANAGEMENT

Documents used in advocacy, education, medicine and other highly specialized fields usually require high security, verification and auditing measures. This functionality allows a company to record, not only the changes made to a certain file, but who, what and when those changes were made. Advanced document managers generate a digital trail of a document, which considerably increases the control over the information of an organization.

LANGUAGE AND TRANSLATION RECOGNITION
Most document managers are already offered in different languages, but not all systems can read documents written in different languages and translate them. Companies that work with scattered locations in different parts of the world and with workers in different languages should consider this aspect as a way to increase business productivity.

DIGITAL RIGHTS MANAGEMENT

Digital rights are common in DVD and other forms of multimedia entertainment, however, in documentary managers is a relatively unknown aspect. The management of digital rights controls access to documents, and can be used to establish content licenses or even to charge for their use.

ELECTRONIC PUBLICATION
Current document managers are beginning to
be much more than storing and protecting documents. With a web-based environment, electronic publishing is becoming a headache for some companies. Social networks, the institutional website or blogs are functionalities that must be taken into account when acquiring a document manager.

ORGANIZE YOUR COMPANY OR OFFICE FOLLOWING THESE STEPS

1. CREATE SPACE. Move or eliminate all furniture that is in the spaces that can be moved and obstructing access to shelves, cabinets, work tables or entrances and exits.

2. BEGIN WITH THE WORK TABLE. Remove absolutely everything from your desk and place it in boxes to organize it below. Now paper by paper and object by object think whether they should be on your table or not. If it's not something you use every day, it does not have to be there and therefore you should find its rightful place.

3. MULTIFUNCTION EQUIPMENT. The multifunction machines that allow printing, scanning and sending or receiving faxes not only increase functionality but also free up more available workspace.

4. EYE TO THE AUXILIARY FURNITURE. If it is not absolutely essential, do not place an auxiliary table on the work tables, since it will only serve to keep you accumulating papers. The premise to maintain order is to archive and place each paper or object in its place as soon as it reaches your hands. A nice side table can be used to leave the coffee maker and a cup of coffee to offer your customers but not to deposit folders and papers even momentarily.

5. REST YOUR EYES. It is advisable to look away from time to time and fix the vision in more distant objects. A painting that you like placed at the proper distance will help combat eye fatigue.

6. COLLECT YOUR WORK TABLE. The fact that your office design has not been modified for years does not mean that you can not or should change it. Take a look at the position of your table in the whole room and move it to give it a new perspective and even make it more productive. If your office desk is in a corner, for example, and space allows it, take it out to the center of the room. If the desk is away from the only window, zoom in to take advantage of natural light.

7. ESTABLISH A RECYCLING CENTER. Much of the material that we dispose of in our offices is recyclable. If space allows, it establishes a recycling center for paper, cardboard, glass and organic material. Encourage your team to do the right thing and put an end to the clutter in the office.

8. DECIDE AND ACT AT THE MOMENT. What supernatural force hides behind the piles of paper? In all the disorders the fault is the postponement in the decision making. It is entertaining to take a look at the mail tray (either physical or virtual) while we talk on the phone, but if we do not do anything with it the only thing we get is to delay the time of classifying it and the longer it passes, the more voluminous the tray. You must decide on each paper the first time it falls into your hands. Ask yourself if you have to pay, answer or file and then act. The immediate operation of decision - action, will cut the root of the mess of paper.

9. THE 20 -80. The rule of 20-80 is maintained and remains more alive than ever in any office or office. We only need 20 percent of the papers we keep. The remaining 80 percent either does not need to be filed or reread or consulted. When you incorporate documents and papers into your filing cabinet, keep in mind the 20-80 rule and make an effort to reduce the volume. Limit your content to that important 20 percent and get rid of everything you will not need again.

10. DIGITAL ARCHIVE FRONT PHYSICAL ARCHIVE. As we move into the digital age, the need to save paper files is diminishing. It is very possible that you are physically storing some old files and folders that you could digitize. One warning: make backups regularly.

11. DEVELOPMENT OF THE ARCHIVE SYSTEM. There is no single method in the documentary organization. There is nothing right or wrong as long as it matches your way of working and is easy to maintain. Depending on your personal preferences, the files can be organized alphabetically, by project, by client or according to some other classification that works for you. Use the same method in the virtual file as in the physical one. If the volume of documentation is large, a document management system (SGD) in software format is required.

12. TIME MANAGEMENT. Whether you use a notebook and a pen or an application on your smartphone, keep a to-do list and a calendar of appointments. Surprisingly, the most neglected tool in time management is the agenda. Planning is the most important part of your day to day life. Most people who do plan, plan only meetings and appointments. They do not program the time of the intermediate work. They create a to-do list on paper or in their head and never plan when to do it. Therefore, the to-do list becomes an "avoidance" list.

13. CLASSIFIES THE TASKS TO BE CARRIED OUT AND PRIORITIZED. This would be a possible classification; 1. Important and urgent. 2. Urgent, but not necessarily important. 3. Important, without urgency. 4. Not urgent, and not important.

14. MINIMIZE THE DISTRACTIONS. Turn off the sound of all notifications while you're working. If you have set specific times to review and respond to email, whatsaps and calls, you do not need it. You do not know how much time you will save!

15. USE THE VERTICAL SPACE OF THE WALLS. Do not skimp on shelves or shelves for the storage of documentation and do it vertically, from floor to ceiling. Take advantage of every inch and do not leave gaps that attract dust. Use the honeycomb grid dividers that are so in vogue, as space separators. They are very simple and will be used to store organizers and hanging trays where you can place folders and office supplies.

16. RITUALIZE YOUR DAY TO DAY. The organization is not a one-time job; It must keep up with the arrival of new documents, projects, files and communications. When you have finished working at the end of the day, spend about 15 minutes updating your to-do list, filing completed projects, and placing office supplies or other items in the right place. This routine will turn your workspace into a clean and organized place for when you arrive the next morning.

JAPANESE METHOD OF WORK THE 5S

The 5S method is a system of organization of spaces whose objective is to get work places organized, ordered, clean and safe. This is intended to achieve greater productivity, efficiency and safety. It is a concept linked to the orientation of the highest quality.
The term 5S comes from the Japanese words; seiri, seiton, seiso, seiketsu and shitsuke that mean; Sort, sort, clean, standardize and maintain. Each S represents a part of a five-step process that improves business performance.

This method was initiated by Toyota in 1960 in order to achieve greater productivity and better working environment. At present, there are numerous companies of various kinds; industrial companies, service companies, hospitals, educational centers or associations, which have adapted this method with incredible results. It is applicable to companies of any size.

THE 5S AND ITS 5 STEPS

  1. Identify the elements that are necessary in the work area. Separate the unnecessary ones, get rid of them and prevent them from arising again.
  2. It establishes the way in which the necessary materials should be located so that it is easy and quick to find them, use them and replace them.
  3. Recognize and eliminate all dirt and its sources. Do the necessary actions so that they do not reappear and make sure everything is in perfect working order.
  4. It detects irregular and anomalous situations and establishes standards that remember that order and cleanliness must be kept up to date.
  5. Establish a continuous and reliable verification mechanism for the application of the four steps above and obtain the support of the personnel involved.

Remember that this method is a means, not an end in itself.

Metodo organizativo japones 5S

ORGANIZATION SERVICE FOR COMPANIES

No matter the size of your business or company, or whether you work from home or your office is integrated into an office building. The methodology is simple: establish a functional and personalized environment, incorporating effective methods of document management and organization. Increase your productivity and reduce the level of stress in your work or company and your employees

Work but enjoy doing it.

For any additional information you need, do not hesitate to contact us.