Thursday, October 7, 2010
Monday, September 6, 2010
T-Glide Filing Systems
More often than not, people tend to leave filing to the very end of a project or when they "have the time". Who ever has the time for filing. And when does a project really end...when it really does, chances are you would have either moved on to another project, or another company...by which time, it really doesn't matter whether you ever file the stuff or not.
Therefore, it's good practice to always set up a file the moment a project is confirmed. Setting up the file is simple. All it takes is some anticipation as to what type of documents you intend to file.
This requires experience and common sense. The type of documents to keep varies depending on the nature of the job. For accounting and tax related matters the duration for storing these documents should be at least 10 years. For employee related matters, it could be as long as the employee is with the company or if the company has a pension plan, even longer. For projects, a good way of deciding is how long after the project is completed will the information remain useful. For example, a construction project may need to keep the project documents until the building is completed and until the warranty period expires which is usually 2-3 years post issuance of the permit license.
To further organize the content inside, one would probably want to use separators. As the file grows, a second volume may be necessary to avoid over-loading the file. This can cause long term injuries to the wrist when handling files thicker than 50cm.
The good thing about using T-Glide files is that each file comes with a fastener that can accommodate 500 sheets of paper. In addition, colour coded labels can be applied to the side of the file, creating an index for easy retrieval and replacement. Even better, there are month and year labels which can mark the year of the most current information in the file.
That way, if you were using a file for a period of 3 year from 2009 to 2011, the last year label on the file would be 11 for Year 2011. If you needed to keep the information for a period of 5 years, then in Year 2016, all you would need to do would be to take out all the files with 11 (2011) and you could recycle the rail space for new files. Neat right. And best of all, you don't need to do it but anyone who can read the year label can.
For more information, check out www.accessofficesystems.com
Therefore, it's good practice to always set up a file the moment a project is confirmed. Setting up the file is simple. All it takes is some anticipation as to what type of documents you intend to file.
This requires experience and common sense. The type of documents to keep varies depending on the nature of the job. For accounting and tax related matters the duration for storing these documents should be at least 10 years. For employee related matters, it could be as long as the employee is with the company or if the company has a pension plan, even longer. For projects, a good way of deciding is how long after the project is completed will the information remain useful. For example, a construction project may need to keep the project documents until the building is completed and until the warranty period expires which is usually 2-3 years post issuance of the permit license.
To further organize the content inside, one would probably want to use separators. As the file grows, a second volume may be necessary to avoid over-loading the file. This can cause long term injuries to the wrist when handling files thicker than 50cm.
The good thing about using T-Glide files is that each file comes with a fastener that can accommodate 500 sheets of paper. In addition, colour coded labels can be applied to the side of the file, creating an index for easy retrieval and replacement. Even better, there are month and year labels which can mark the year of the most current information in the file.
That way, if you were using a file for a period of 3 year from 2009 to 2011, the last year label on the file would be 11 for Year 2011. If you needed to keep the information for a period of 5 years, then in Year 2016, all you would need to do would be to take out all the files with 11 (2011) and you could recycle the rail space for new files. Neat right. And best of all, you don't need to do it but anyone who can read the year label can.
For more information, check out www.accessofficesystems.com
Saturday, September 26, 2009
Document Management
In Malaysia and many part of the world, many still yet to practise fully automation or programed document management, therefore, many of us still have to keep the documents the conventional way - paper.
How many of us really know that even with paper, we can manage our paper in a very compact storage way? Most of us only being introduced the conventional lever arch files, manila paper files, where not many know that there is a type of filing system called T-Glide Filing Systems that can easily replace the conventional lever arch files since the files feature come with the accessclip that provide the similar feature that the ring fastener in lever arch file can provide.
Talking about this, I have been in the construction/property development industry for more than 15 years, common issues related to paper/document filing, I have seen so much, after seeing the T-Glide Filing Systems 2 years ago in one of the exibition, I was amazed that while I was in the construction industry, I used to wish that there is a system that is compact with color coding and easy access, eventully, I found them 2 years ago and thereafter, I have been using this systems for the last 2 years...will share more soon.
How many of us really know that even with paper, we can manage our paper in a very compact storage way? Most of us only being introduced the conventional lever arch files, manila paper files, where not many know that there is a type of filing system called T-Glide Filing Systems that can easily replace the conventional lever arch files since the files feature come with the accessclip that provide the similar feature that the ring fastener in lever arch file can provide.
Talking about this, I have been in the construction/property development industry for more than 15 years, common issues related to paper/document filing, I have seen so much, after seeing the T-Glide Filing Systems 2 years ago in one of the exibition, I was amazed that while I was in the construction industry, I used to wish that there is a system that is compact with color coding and easy access, eventully, I found them 2 years ago and thereafter, I have been using this systems for the last 2 years...will share more soon.
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