Is physical records management important? Did the paper documents disappear? Does the company still need to manage paper documents?
Although the trend of paperless is becoming more and more obvious. Paperless also presents many advantages, such as environmental protection and easy information search.
However, whether in an office or a home office, paper is still an important part of our work and life.
We still use many physical records management paper documents in our work extensively. And why is this?
Obviously, hackers can download billions of files in a few minutes. But they won’t get your paper documents so easily.
So, does this mean that paper documents are better?
At least for the following uses, the answer is yes.
Legal and financial documents
Legal and financial services departments always want to keep the physical records management original ink signature documents. Usually these signature pages are attached to a large number of accompanying pages. This will quickly take up a lot of space to save these files, but it is worth it.
Keep those ink signatures and stamped paper documents for future verification and avoid disputes.
Many executives and employees rely on notebooks and notepads. They are portable, easy to use, and do not require batteries. Some people enter the information into their personal laptops later. But others leave them in the ink on the page forever. In this case, you should always keep these notes for later use. Jerry Seinfeld, the richest actor in the world, has kept every piece of paper he has ever written jokes on.
Important: Paper is a valuable way to take personal notes, please keep them!
Recruitment process documents
Many organizations will print out the applicant’s resume and a copy of the resume for the recruitment committee to take notes. These notes may later be merged into a huge human resources spreadsheet to capture the basic reasons. Why applicant X was selected or not selected during the candidate process.
Guess what? Such information should be retained in case the applicant decides to complain because he was not selected. This also applies to notes taken during the actual candidate interview. Failing the interview is hard enough for the fired person. If the interviewer tries to give an answer by typing on the laptop, it is too much.
Do them a favor. Use paper.
Keep everything in case you are sued!
How about those big brainstorming marathons that throw new ideas like confetti at a wedding? These freewheeling meetings are usually best done with pen and paper.
If your team likes to use the whiteboard, please take a picture before erasing the whiteboard. Find someone to type out those multimillion-dollar concepts that were hurriedly written on a marker. If it is necessary to print them for later distribution to the team, then do it!
Key point: Paper is the fastest and most convenient way to capture brilliant ideas.
Many employees use online calendars or smartphone apps to keep track of appointments. But many employees use portable book calendars to better track time. Or keep a huge wall calendar for face-to-face time management.
The problem is, these are all records you might want to keep. Many people will review their calendars to see the dates of meetings or appointments. Over time, even those large calendars will be folded and archived.
Important: Please keep important notes and dates.
Employee policies and guidance
When reading, 79% of people tend to scan text on the screen instead of actually reading it. If they absolutely must read, research shows that their reading speed is 25% slower.
This suggests that physical records management document types such as employee policies, guidelines, and training materials should be available for offline reading. Employees who need to sit down and truly understand a nuance or detail may miss it when browsing the web. But give them a binder with a highlighted page, and they will read it more thoroughly. Especially if they can take it away from their desks and can be alone in a room with a bag of snacks Interfering reading words.
Key point: People are more willing to read paper than LCD screens.
Whether your company is in the drafting stage of some new contracts or the drafting stage of some lengthy legal terms and conditions. It pays to provide a printed version for all editors and reviewers. After all, rules are important. A contract is a legally binding agreement.
It is good to share a document for comments by multiple users. No one can object to the advantages of Google Docs in collaboration and Grammar’s advantages in suggested writing improvements. But most experienced editors will tell you that when you read digital files. You will miss some things that you would not miss on paper documents.
Part of the reason is due to eye fatigue while reading while staring at a huge white light rectangle. Regardless of the reason, you can’t ignore a key point.
Important: If you don’t want to miss anything, please print it out and read it.
Manage paper documents
Over time, managing files and documents (paper or electronic) has become cumbersome for companies. It is a physical product that takes up space (whether it’s valuable office space or on a server).
We all know that electronic records are necessary. Nevertheless, paper is still as important as ever-and it will not disappear anytime soon.
Every high-profile data breach triggers negative news. Such as the recent leak of more than 140 million MGM Resorts customer records. And many companies will want to know…
For many companies, keeping a large number of paper documents is still essential. Facing the management of a large number of paper documents, automated and efficient management can greatly save company resources.
Our ideal way is whether we can quickly find the location of paper documents through electronic management. And present them in a visual form. So that we can quickly take and return the paper files.
So is there such a solution?
The answer is yes. Through our archive management system, you can not only conveniently enter archive information. Mark and remind which archives can be destroyed due to expiration. You can also quickly find the archives you need through the LED light tags.