Securing paper-based records and files is not as easy as storing their electronic counterparts. A small piece of hardware can store millions of data contained in records and files. But storing their paper counterpart requires tons of filing equipment and open space to store the equipment. Despite the growing popularity of electronic files, traditional office set up still contributes to the ever growing number of paper-based files- hence, setting up a secured filing area is a very important activity. When planning to set up your office filing area, bear in mind that a filing area is constructed to serve the storage, preservation and retrieval of documents and files. Further, the file room is an area of high function and productivity not often associated with “filing”. Considering these important factors, your office filing area will certainly be secure and safe. Here are five tips when establishing a secure filing area to house your vital records in paper-based format.

1. When setting up a secure filing area, over all safety of the location must be the topmost priority. Consider a location which is safe not only from unauthorized entry but safe from environmental factors as well. Your documents must be stored in an area away from rain sources or indoor water pipes (avoid the potential for damage from leakage). Likewise the filing area must be free from threats of burning, flooding, and over accumulation of dust and mould.

2. To avoid accidental bumps and bruises, filing should not be done in an area which is too small and too crowded. The drawers of filing cabinets (if used) must be freely opened fully for better and secure access of staff.

3. When filing areas are being shared with other office supplies or equipment, make sure not to place any heavy objects on top of the filing equipment to avoid falling hazards to staff. The top of the filing cabinets must also be kept clean and free of dusts at all times. Dust may accumulate and corrode the filing equipment later affecting the files stored.

4. Inside the filing area, make sure that filing equipment is arranged in order of timeliness. That is, ensure that active files are placed in a position which is more readily accessible than those containing old or archival materials. This does not only ensure faster retrieval of files but also secures older files. Once again reflecting the function and productivity issues.

5. Lastly, when buying filing equipment, consider buying those made of trusted materials and manufactured by well known and established filing equipment makers. If budget is not a problem, it is better to purchase filing equipment which is more expensive, higher quality, more durable and reliable.

Beyond equipment, it makes sense for most people to utilize the services of a filing and storage expert. These experts focus on your process and help to design and implement systems and processes that best fit your organization.

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