CENTRALIZE AND GET CONTROL OF YOUR INFORMATION ASSETS

Contrary to common belief that equipment and supplies are the greatest cost in information management, a study conducted by the U.S. Department of Labor revealed that 67 percent of records and information management costs are related to labor. These costs can be directly related to mismanaged information. For example, the retrieval cost of a misplaced record is 10 times the cost of an accurately filed one, not to mention the expense of a lost or destroyed record. Organizations that are most effectively managing their information assets are incorporating systematic filing methods that include consolidating and centralizing files.

In a decentralized system, files are typically located throughout several areas of a facility. They are often in top-tab filing cabinets, which are cumbersome to work with and do not accommodate a systematic filing system, such as color coding or other alpha or numeric indexing. Another downside to this approach is the cost of inefficient filing methods, including wasted space, excess capital expenditures for storage equipment, and the most significant - lost revenue associated with increased labor costs.

In a centralized filing system, records are stored in one location. While central file areas can be further from the workspace, they tend to take the guesswork out of file retrieval. They also reduce space utilization, capital expenditures and labor costs in addition to providing increased productivity, security, and accountability.

Centralized filing systems also provide greater flexibility in space design, eliminate duplicate records and can easily assimilate new records management technologies.

Some detailed benefits associated with central filing are:

Reduced space costs.
By moving filing out of workstation to a centralized filing location, companies can reduce an average workstation of 250 square feet by almost ten percent - the space occupied by two lateral file cabinets - and thereby reduce space allocation costs significantly.

Additionally, central filing allows companies to maximize office space by utilizing space efficient and cost-effective storage systems. For example, high-density mobile storage systems utilize 50% less space than occupied by traditional alternatives - but this approach is only possible with central filing.

Reduces labor costs and increases records management productivity.
Central filing eliminates messy, haphazard record management, encourages file organization and locates everything in one place. Employees know where to go to find critical information regardless of where or by whom the documents were originated. Time spent searching for files in multiple areas is often diminished, allowing workers to be more productive and focus on the core business aspects of their jobs. The end result is that companies can be more effective and competitive.

Improves record privacy and security.
Files are safe and secure when located centrally, typically under the watchful eye of a records manager or administrative person. Filing policies, procedures and schedules safeguard information assets by ensuring privacy and security - a growing concern among records managers within all industries. Central filing also allows organizations to further protect their documents by locating them in locked vaults or fire-safe rooms.

Provides tracking and accountability.
Embracing a central filing approach allows the implementation of today's technology tools such as barcode tracking and document management systems. Utilizing record management technology products will help reduce the cost of doing business by eliminating lost or misplaced files, reduce retrieval times and even provide accountability for each and every document. Tracking and document management systems, which can also allow for the implementation of imaging and electronic document storage, can also improve workflow efficiency, manage retention schedules and improve business processes.

Allows greater flexibility in space design.
By removing much of the storage equipment from the office setting and relocating it in a central storage area, facility design can be dealt with in a more flexible approach. It also results in better space utilization by downsizing work stations and allows the workspace to be reconfigured more spontaneously in response to business demands.

Eliminates duplicate records.
Due to the increasing amount of team-based work within organizations, the move toward team filing is increasing. A central filing system allows organizations to eliminate the duplication of records by storing team-based master files in a central area.

Easily assimilates new records management technologies.
Because centralized filing brings all records together in a single location, organizations can easily assemble files in a logical fashion and then assimilate new records management practices and technologies, including retention scheduling, destruction policies, alpha-numeric indexing systems, color coding, file-tracking systems, and more.

A decentralized filing environment, where records are dispersed throughout the organization, makes it merely impossible to categorize files or incorporate a sequential system.

How you gather, store and retrieve data and materials impacts every aspect of your organization. By centralizing your organization's files you will realize the tremendous benefits we have outlined above and can be rest assured that you have complete control of your organization's information assets.