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Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
Tips for Making Office managers’ Job Easier
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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: …

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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  • 1. Tips for Making Office Managers’ Job Easier Presented By: Steven Goodacre Business Development Manager DataSafe Storage Ltd
  • 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. Some common office challenges Disorganized office No space to work Lost files
  • 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. <ul><li>Where should I store, on-site or off-site? </li></ul>
  • 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. 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. 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. 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. 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. Should I scan or should I store my files?
  • 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. How to prevent data loss?
  • 14. 3. How to prevent data loss? <ul><li>Set up rules for filing and retrieval </li></ul><ul><ul><li>Add Date &amp; 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. 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 &amp; 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. 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. Thank You! Steven Goodacre [email_address] (0191) 440 8 440

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