Have you ever lost an important piece of paper? Was it because of this that we could not serve the client's request, or in the worst case, that of the supervisory organization? Maybe we lost a lawsuit because we couldn't prove our truth because of a lost document? Are we paying too much to the archives because they store and retrieve our papers when necessary? If a document is involved in several cases, do we have to make a photocopy of it in order to put it in each affected file, which only increases our storage costs? The administrator can't find the document, which is why he misses the agreed response and administrative deadline? Do we overstore our boxes, paying high costs, because we don't dare to dispose of them, just in case there are still important documents in them? If these problems are familiar, then we need a more accurate and efficient physical record keeping.
The basic capability of the BürOffice filing subsystem is the precise recording of documents and their storage. We consider every data medium that we can get our hands on as a document, whether it is a sheet of paper or a DVD disc. And the documents are so-called can be placed in containers. The storage can be a box, a shelf, or even the entire property itself, where the storage is carried out. The document storage hierarchy thus tells you exactly at which address, on which floor, shelf and box the requested document is located.
Many people fall into the trap of treating their documents as if a document could only be accompanied by an electronic document image. Are you sure this is true? What happens if I print my Word document more than once? Or if I scan my paper several times, even if it is signed in the meantime? Our system provides full support for the correct handling of these cases. We immediately see the physical representations of an electronic document, and in turn, the electronic forms of our paper. Photocopying is not necessary, even after attaching the electronic version to several places, we know exactly where the original paper is physically located.
Although the system does not make it mandatory, the use of unique barcodes greatly facilitates and facilitates the handling of documents. If we provide our documents with barcodes, we can simplify and speed up a lot of work by simply and quickly reading them. Do we want to put our documents in a box? This can be easily done by reading the bar code of the box and the bar codes of the documents. In the system, there is also mass support for all actions related to the arrangement of archival elements, which can be performed with the help of a barcode scanner.
The system records the disposal time of each document. From these, it automatically determines the disposal time of their container, which will be the maximum disposal time of the documents in it. This way, we will know immediately from each box and shelf when their contents can be disposed of.
Thinking further, there are other benefits to keeping records of our records. We can show how well our archive is used. It's not possible, although the file cabinet seems full, most of our boxes are almost empty? Can we possibly compress it? How much would that cost, would it be worth it? If we set a storage and sorting cost for each of our containers, the system calculates the payback time for sorting and compression.