Adjust the document storage is the stepping stone indispensable to the process of digitizing achieve the best performance. The classification of carefully remove information duplicate and sort documents according to a scientific system that will help the business build a database of accurate, easy to access and leverage the maximum value of information.
Such processing is and what processes are performing? The same Lac Viet Computing read through the article below.
1. Adjust the document is what?
Adjust the document is the screening process, organize and sort documents in a systematic way based on value in use, storage requirements. This process is done to ensure that important documents are preserved and easy to access, while the document is no longer valid will be removed in a scientific way.
Revision record storage role, remove the document of value, reduce the load of the document backlog, thereby optimizing the use of storage space. At the same time support business sort documents according to the system, ensuring the ability to access quickly.
2. 23 Step process to revise the document archive professional
Tuning is a complex process, requiring the accurate system and comply with the steps closely. Here are 23 step revision of document professional storage, deployed from the initial survey to complete the handover:
Step 1: Delivery of documents and receipt
The process to revise the document begins with the delivery documents from the unit or relevant departments. Material is check the number of status and receipt to ensure transparency.
Step 2: Shipping documents to the venue adjust the
Material is moved from storage to where justified alignment, ensure no damage or loss during shipping.
Step 3: hygiene preliminary document
Documents are checked and clean by removing dirt, dust pin, paper clip, to ensure the conditions for revision of favorable.
Step 4: Survey and compiled text guide revision
In this step, the survey material and custom plans are set up to guide the entire process, including:
- Reporting survey results document.
- History font storage unit or formation documents.
- Guide classification and profiling.
Step 5: document Classification
Documents are arranged according to theme, time, or functions, ensure the homogeneous according to manual sorting.
Step 6: Set up a profile or editing, finishing profile
Depending on the status of documents, there are two main activities:
- Establishment record for material left in retail: Documents are gathered, book titles, arranged by system, define the term preservation.
- Edit, finishing record was set: Test content, additional documentation is missing, edit the title and term storage if necessary.
Step 7: Write the school, information on stock news
Each record is recorded detailed information on the coupon information, such as record number, title, term preservation, document status, level of security and notes.
Step 8: Check, edit, record and featured news
This step to ensure the accuracy completeness of the votes for information and records before continuing the process.
Step 9: the System chemical bonds news under the scheme classification
The stock information is rearranged according to the order of science, ensure the investigation and management easier.
Step 10: the System chemical profile according to votes news
Based on stock news, documents are organized into the complete profile uniformity.
Step 11: cataloging record
Documents are numbered sheets, the compiled table of contents, write, record covers and the stock from the end.
Step 12: Check and edit the cataloging record
Process of cataloging is strict inspection, ensure there are no errors, and errors in the record.
Step 13: Record of the official record and on the cover of record
The official records are numbered and recorded information on the cover.
Step 14: sanitary material and put into the cover profile
The document is clean again, remove the pins and folded into the cover profile.
Step 15: Put records into the box
Records are carefully packed into the storage box.
Step 16: Write/print and label boxes
Each box is labeled with detailed information for easy lookup.
Step 17: Shipping documents to the repository and shelving
Material after processing is put back in storage and arrange into the location specified.
Step 18: Delivery material after processing
Receipt material after processing is to ensure the legality and transparency.
Step 19: Enter the coupon information into the database
Information from the coupon information is digitized and entered into the system manager, data storage.
Step 20: Check, edit, import stock information
The process of data entry is checked to ensure accuracy.
Step 21: Set catalog record
A catalog full compiled, printed and close the book.
Step 22: statistics, remove the package, set the category document type
The document type is classified, packed and statistics to report.
Step 23: end processing
Process and processing ends with the handover of the entire record, with the final report.
3. Regulative principle of documents in business
Process revision of document storage doesn't just stop at the arrangement and organization of documents which must also adhere to the key principles to ensure the system. Here are two core principles that should be taken seriously in any business:
3.1 do Not scatter the material in font archives
Understand simple font storage is the sum total the whole document related to a topic, unit, or project specific. The revision must ensure do not scatter the material belonging to the same font storage, because this will cause the shortcomings, such as:
- Reduce the possibility of quick lookup: Material dispersion has made finding becomes difficult, causing loss of time and resources.
- Lost links of data: Documents related to a project or activity is integral will reduce the value of the material when in use.
Therefore, an important principle is to store documents focused, avoid separate groups of data are related.
3.2 principles casting
Principles casting stressed arranging documents in the correct order arising in the process of operation. The material should be organized based on:
- Order time: Student handouts soon be hosted ago, documents arising after is sort next.
- Correct order of business: For example, documents related to the steps in the production process, the business should be arranged in order from the beginning to the end.
The application of the principle of casting not only create favorable conditions for the access which also help to ensure transparency, clarity in the store.
4. Revision record storage bring the benefits for business
Implementation revision of the record store not only bring short-term benefits but also create long-term value for the business. Here are the outstanding benefits:
- Minimize search time: The document is clear classification help staff quick lookup in just a few minutes.
- Increase labor productivity: Thanks processes, smart storage, departments no longer take the time to handle matters related to document lost.
- Reduced download volume document archive: Remove the document does not need centralized storage of important documents.
- Save storage costs: Space is optimized, reducing the need to use large archive.
- Minimize the risk of loss information: Documents to be managed closely and assign the right to use clear.
- Easy digitized: When the document has been sort of science, the digitization will become more simple.
- Increase flexibility: Digitized documents can be accessed anytime, anywhere, to support business operations more efficient.
- Sync process information management: All departments apply a common standard to create consistency in internal operations.
5. Note when making plans to revise the document
5.1. Choosing the right methods and tools
Choose the method of adjusting the material is the key element to ensure efficiency and sustainability in the process of document management. Today, businesses can apply two main methods: traditional, modern, depending on the needs and resources of the organization.
Comparison between traditional methods and modern:
| Criteria | Traditional methods | Modern methods (technology applications) |
| Process revision | Done manually through the steps of classification and arrangement. | Use of the software and technology automation, reduce manual manipulation. |
| Time taken | Take a lot of time, prone to error when handling large quantities. | Save up to 50% of the time, ensure high accuracy. |
| Cost | Personnel costs low, but hardly optimal long-term. | The initial investment is high but the cost savings for long-lasting operation. |
| Effective storage | Difficult to integrate with the system smart search. | Support search, retrieve instant with OCR technology. |
Businesses should evaluate the skills in demand and volume of material out there to choose suitable methods. With the organization of large documents and to request access to fast, applied technology digitization will be the optimal solution.
5.2. Employee training and construction process to revise the document, it
A process of revision of document storage efficiency indispensable participation of the staff are well trained and have clear perception about the role of this work.
Businesses need to establish a clear process, including:
- Planning: Define the scope, goals, and processing.
- Division of responsibilities: clearly define the role and individual parts.
- Standard setting: Define the criteria and processing such as classification criteria, duration of storage or criteria digitized.
- Quality control: test, reviews periodically efficient processing and timely process improvement.
The construction of a process not only helps to increase efficiency correction lýmà also create a platform for businesses to easily integrate technology and maintain stability in the management of information.
5.3. Investment into technology digitization
OCR is one of the important technologies in the process of digitizing documents, help convert images of paper documents into digital text that can edit and search.
Application of OCR in the revision of the document:
- Automatically identify and extract information from paper documents such as invoices, contracts, forms.
- Support for handling multi-language, suitable for the international business.
- Increase processing speed and reduce the time spent entering data manually.
6. How to preserve material after adjusting the safety focus
Adjusting the document stop not only in the process of sorting and organizing documents, but also to ensure the document is preserved, safety focus throughout the life cycle of use.
Software document management LV SureDMS is modern solutions, help enterprises to optimize the storage and management of documents in a centralized manner, safety and efficiency. Technology integrated Barcode/Qr code/ RFID software allows to search and retrieve records become more easily, anytime and anywhere with just few clicks of the mouse or a few keywords.
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Adjust the document stored is a task not to be missed for any organization that wants to build a system to manage information efficiently and optimize storage space. The proper implementation process not only helps businesses save time and cost, but also improve productivity and professionalism in data management.
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
