Professional process documentation for your company
Only a small number of businesses require documents to be kept for more than six or seven years, however other businesses preserve data for considerably longer. What do you think? Does that sound like your company? I worked as an Administrative Professional in the cemetery and funeral industry for more than 20 years, and this is one industry where it is absolutely necessary to retain some records for the long term success of the firm. We did, in fact, have records dating back to the early 1920s, and yes, we did require them.
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But, because to modern technology, we were ultimately able to restore some of the space that had been lost while also making our data more easily accessible at the same time. In this particular instance, we converted one of our archive rooms into a functional office space for two employees. That does not imply that we were required to maintain all of our documents for that long; just death certificates, burial plot locations and other data related to our profession were required for this period.
Business need proper process documentation. All of our other records were subject to far shorter retention periods, which varied according to the requirements they served for our employees. In addition to employee email boxes, you may want to consider implementing a retention policy in this area as a matter of best practice. If they are not extremely well structured, how likely is it that they will be able to locate the information they are attempting to retrieve? If they save this email in the client’s electronic folder, would that be a better option? Is it necessary for your employees to retain a large number of reference articles and publications on hand?
Were you able to locate the same issue of an old magazine in the offices of multiple members of the team? Have any of those members of the crew glanced through that magazine in the recent past? Is there a different way for them to gain access to that information if necessary? Should the information be archived, or has it reached the end of its useful life and it is time to cleanse it? We are all aware that some records, such as financial records and human resource data, must be preserved for a specific period of time.
Some records, on the other hand, will remain in boxes for years without being disposed of. Do you have any outdated procedure and operating instructions that have been collecting dust on a shelf for a long time? For your company, it may be necessary to establish some retention procedures. Improved customer service and more revenue will result from the implementation of a good file retrieval system, an archive system, and the establishment of retention criteria in your office.
