Every functional organization have documents. The documents are either stored digitally or manually. There is always a need for tangible documents which should be stored away in a safe and reliable system. For instance, custom presentation folders organised marketing materials in one professionally printed package. The custom presentation folders consists mainly of a sheet of heavy paper which has pockets bin border to keep the pare documents.
The hard copies should be preserved for the following main reasons :
In cases where digitally stored documents are not sufficient proof, an individual need to produce hard copies of the specific documents dor identification purposes. Tangible documents are considered valid documentation because soft copies can be duplicated and dispersed to many while original hard copies can only be possessed by one person. For example land tittle deeds, vars log book, national ID, birth certificate, etc.
- Guaranteed destruction if need be
Digital documents are hard to destroy completely as they can be replicated and possesed by different people. However if there is need to destroy a hard copy document, it is possible and efficient. Shredded or burnt paper cannot be retrieved as compared to deleted digitally stored document.
Computer systems are prone to failure due to the various reasons. In case of any emergency where the documents are needed immediately, soft copies are not the best solution. Hard copies on the other hard can be produced impromptu to save the situation.
- Safety and security
computer systems can easily be hacked or accessed by illegal people. His therefore does not guarantee security to the stored information and data. Tangible documents on the other hand are hard to access illegally. Important documents such as land tittle deeds and car log book can be stored in the bank while personal documents such as national ID and birth certificate are stored in specific places where illegal people can rarely access them. Access to secured sensitive tangible documents is next yo impossible because one needs to be at the exact location o the documents to gain accessibility.
- Avoid flaws that are likely to happen due to digital scanning
Important parts or segments in a document can be omitted or distorted especially if the scanning is home done and there is no professional document scanning services.
The documents however need to be organised accordingly. There should be a file system or desk organiser. These two systems should be organised logically, easily accessible and spacious to accommodate new documents with time.
Good document organizing system in an office is important for various reasons:
- Portrays responsibility
Well organized documents and work sheets depicts a responsible, organised and reliable person. The office is most likely to offer quality services.
- Ease in document accessibility
Storage of documents in specific folders and labelling them eases accessibility. The folders should also be stored in specific places in the cabinet or desk organiser.