It is important to note that some administrative documents require longer storage time. For example, a CAT ( Work Accident Report ), which requires storage for 10 years, or proof of social security and FGTS payments, which must be stored for 35 years!
7. Password management platform
Many managers think it's a good idea to hire a physical server to ensure the security of digitized administrative documents. However, this method is not the most recommended, since servers require repairs and maintenance that sometimes take days, disrupting the company's production rhythm.
Instead of taking on all the time and resources required for a physical server, you can hire a digitalization company that will provide you with a management platform with online data storage. It is much less expensive and more secure.
You create different passwords to access each document folder. You can even control which user accessed the information on a given day and time, or even prevent documents from being moved and accessed from the source folders. In addition, GED platforms must comply with LGPD standards .
8. Naming of digital files
Although it is something simple, many large companies bahamas mobile database do not have the culture of naming files correctly. Not having this routine can compromise security and the practicality of finding information quickly.
Archiving Tip: Try naming data according to the project, importance levels, sector or any other type of organization .
Highlight the hands of a man using the notebook. There are three icons projected in front of the screen.
Digital files also need to be organized in a logical manner so that they can be easily located. (Photo: Freepik)
9. Thinking about physical space
Most files are scannable, but there are documents such as deeds or business contracts with signatures that must also be stored physically.
To allow for the smooth movement of files, it is important to structure the physical location in the most appropriate way possible . You need to analyze in detail the business's capacity to generate paper, in addition to avoiding underestimating the amount of paper generated to avoid future problems due to lack of space.
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