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The File Doctor - Office Filing Systems and Solutions

Tidy Fridays

The storage of hard copy documents is a costly exercise. Before contemplating the purchase of a hard copy filing system it is important that you ask yourself the following questions:

• Is there any duplication of documents within my filing system?
• Are all documents within my department/organisation live?
• How long does it take to retrieve a document within a file accessed frequently?
• Do my hard copy files adhere to company/industry retention schedule?
• How much floor space is utilised by our hard copy filing system?
• How large is my stationery bill?

When would you require Tidy Fridays?

• If you are relocating Offices
• If you are planning an Office Refurbishment
• If you are short of office space
• If you feel that your staff need to take more ownership of the filing system
• If you have a high stationery bill
• If your office is cluttered and in need of a thorough tidy

How Can We Help You?

The Tidy Friday Team will undertake Tidy Fridays within your organisation and manage the process of reducing the capacity of paper stored. Staff within your company will pull on a pair of jeans and commit to improving the efficiency of your hard copy filing system.

The Tidy Friday Team will:

• Undertake a filing capacity survey before the project begins to highlight current situation
• Manage the Tidy Friday process
• Motivate staff to archive and send files to Off-Site Storage Facility
• Manage and motivate staff to weed files and place unwanted documents into bin bags
• Manage the secure shredding of documents
• Undertake a final filing capacity survey to establish paper reduction
• Provide weight of paper shredded.
• Manage a stationery amnesty

How will you benefit from Tidy Fridays?

• Cost Saving
• A reduction in paper means a reduction in the amount of hard copy storage to be purchased
• A reduction in hard copy storage means a saving in floor space. This is floor space that can be utilised to accommodate additional workstations
• To facilitate additional workstations means your organisation is able to grow and employ further staff without the need to relocate
• The purchase/lease of larger premises is costly
• The physical move to new premises will incur the following costs to include office move, purchase/move of technology e.g. computers and telecommunication equipment, the purchase of new stationery and of course business “down time”
• Staff will be able to retrieve documents more efficiently due to the culling of papers within each file. This is opposed to staff spending time trawling through irrelevant papers to locate a particular document.
• Stationery Amnesty means that all stationery products will be recycled which means a large reduction in new purchases

Stationery Amnesty

The Tidy Fridays Team will collect excess stationery items such as pens, pencils, staplers, staples, and hole-punchers from each desk. The items will then be recycled and placed back into the stationery cupboard for re-use. Again this is a valuable cost saving exercise

 

Tidy Friday Team Building

Time taken out to address filing issues whether culling or archiving is very rarely a priority in a business. However, it is only when faced with issues such as the need for additional floor space is this discussed.

It has been proven that specified days to undertake the project managed by the Tidy Fridays Team is a valuable process. All personnel from administration staff through to management commit to Tidy Friday days resulting in a high spirited bonding exercise. Why not liven the day even more by treating staff to pizza and cream cakes?!

Filing Services

Filing & Storage Evaluation

Tidy Fridays

File Title Compilation

Pre-Labelling of Files

File Moves