The 12 Days of Filing

Christmas! It’s happening. We have a matter of days left before most of us head off on a couple of weeks break to soak up some sunshine and enjoy good times with family and friends.

You might think you can’t achieve much between now and when you head off for summery celebrations, but you can! It’s the perfect time of year to file and archive so you come back in the New Year organised and ready to take on 2015.

You don’t have to do it all on your own either, you can get your colleagues involved to make your job that much easier.

Set them a daily 15 minute challenge. Choose a time each day that staff can allocate to clearing their desk of inactive files and updating current records. Pick a time of the day that they may be waning in a bit of concentration, perhaps just before lunch or mid afternoon. For 15 minutes they diligently complete filing and records based tasks and by the end of the week you’ll be basking in efficiency glory.

We’re not suggesting blackmail, not at all suggesting it. Definitely not suggesting blackmail, who even brought it up? But maybe somebody went a little crazy at the work Christmas function and maybe you were taking selfies and happened to capture the moment in the background of one of your best pout poses and maybe you’re not sure if you uploaded it to social media as your new profile pic or not? That person might be a good person to ask for some extra filing assistance over the next week or so, just in a friendly “hey I really hope we’re still working together next year” voice.

And because we’re really against blackmail, we’d certainly not encourage you to entertain the idea of bribery. Nobody wants to do filing in exchange for a meat pack or a hamper replete with exotic (weird) delicacies and a bottle of Chardonnay. Do they?

If you find the excellent advice above isn’t taking you to records management nirvana then here are 5 super tips to get you compliant and organised before Crimbo:

1. Remove all inactive files from active zones and store them as per your standard practice. It’s all about the zones!

2. Complete a scan of your records to identify any misfiled folders and re-home them in their correct location. Then take a photo, Instagram it and send it to us! #recordsmanagement

3. Have any product that is ready to be archived moved to its storage location. If you don’t need it on site then store it!

4. Send out a recall for all checked out files to be delivered back to you by the last business day of the year. This means you start the year with all files correctly placed and ready to be utilised.

5. Identify any areas of your records management that you’re finding challenging and contact us for a New Year consult. We’ll pop in and complete a free health check for you and provide you with best practice solutions to keep you organised, compliant, and best of all, happy about filing.

Wishing all our clients and business partners a safe and merry summer, we look forward to working alongside you in 2015.

The Team at Filecorp