Tips for Making Office managers’ Job Easier

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Learn how to make the best decisions for managing your company’s information. Get answers to the following questions:

1. Should I scan or should I store my files?
2. Where should I store, on-site or off-site?
3. How to prevent data loss?

Webinar hosted by Steven Goodacre, from DataSafe Storage Ltd.
www.datasafestorage.co.uk

Published in: Business, Technology
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Tips for Making Office managers’ Job Easier

  1. 1. Tips for Making Office Managers’ Job Easier Presented By: Steven Goodacre Business Development Manager DataSafe Storage Ltd
  2. 2. <ul><li>A huge amount of paperwork is generated by offices each year. </li></ul><ul><li>Storage space can become an issue. </li></ul><ul><li>Paperwork needs to be kept for legal and regulatory requirements  </li></ul>Some Considerations
  3. 3. Some common office challenges Disorganized office No space to work Lost files
  4. 4. 1. Where should I store, on- site or off-site? 2. Should I scan or should I store my files? 3. How to prevent data loss?
  5. 5. <ul><li>Where should I store, on-site or off-site? </li></ul>
  6. 6. 1. Where should I store, on-site or off-site? <ul><li>On-site Storage </li></ul><ul><li>+ Pros </li></ul><ul><li>Files are closer to you </li></ul><ul><li>Easy Access </li></ul><ul><li>Organized in a way that you prefer </li></ul>
  7. 7. 1. Where should I store, on-site or off-site? <ul><li>On-site Storage </li></ul><ul><li>Cons </li></ul><ul><li>Records take up a considerable amount of room </li></ul><ul><li>Office Space Rental Cost </li></ul><ul><li>Unfortunate incidents </li></ul>
  8. 8. 1. Where should I store, on-site or off-site? <ul><li>Off-site Storage </li></ul><ul><li>- Cons </li></ul><ul><li>Files not in your premises </li></ul><ul><li>Takes more time to retrieve them </li></ul>
  9. 9. 1. Where should I store, on-site or off-site? <ul><li>Off-site Storage </li></ul><ul><li>+ Pros </li></ul><ul><li>Save Money – Save expensive office space </li></ul><ul><li>Save Time - No wasted staff time for searching files </li></ul>
  10. 10. 1. Where should I store, on-site or off-site? <ul><li>Off-site Storage </li></ul><ul><li>+ Pros </li></ul><ul><li>Be safe – Keep your archives safe in one place </li></ul><ul><li>No risk of loss – Peace of mind </li></ul>
  11. 11. Should I scan or should I store my files?
  12. 12. VS 2. Should I scan or should I store my files? Scanning Storing Off-Site Instant Retrieval 1 hour or Next Day Retrieval High Initial Investment (Scanning + Destroying papers) Low Monthly Cost Likely when a high amount of retrieval is needed Likely when ocasionally or none retrieval is needed
  13. 13. How to prevent data loss?
  14. 14. 3. How to prevent data loss? <ul><li>Set up rules for filing and retrieval </li></ul><ul><ul><li>Add Date & time Stamps </li></ul></ul><ul><ul><li>Use filing Categories </li></ul></ul><ul><ul><li>It takes about one hour a day for SME to search for documents (Xerox Research) </li></ul></ul><ul><ul><li>Keep Hard-Copy of all files </li></ul></ul>
  15. 15. 3. How to prevent data loss? <ul><li>Store in a secure place </li></ul><ul><ul><li>Have security systems and devices installed (Ie. Alarm systems, window bars/grills, security cameras & patrol services) </li></ul></ul><ul><ul><li>All file cabinets should be locked after business hours, even at lunch break </li></ul></ul><ul><ul><li>Password on computers </li></ul></ul>
  16. 16. 3. How to prevent data loss? <ul><li>Back – up your digital data </li></ul><ul><li>Decide frequency (weekly, daily) </li></ul><ul><li>Either you use back-up tapes or servers, store a copy off-site </li></ul><ul><li>Ensure you have an up to date and tested DR plan </li></ul>
  17. 17. Thank You! Steven Goodacre [email_address] (0191) 440 8 440

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