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The importance of a working inventory, the backbone of a records management system

The inventory is truly the backbone of a working records management system. Without an accurate, up-to-date and complete inventory, the rest of the system falls apart. It’s all very well that your in-house team or your records management provider, has created a purpose-built environment for records management. It may well be safe from flood, fire and pest damage and it may well be effectively laid out for ease of access and retrieval. But, if the inventory – the roadmap around this well-organised storage facility – doesn’t work, then these records may as well be considered inaccessible. ‘Retrieval is only as good as the quality of the inventory’ Frequently, new clients will come to us once they’ve realised that the project of in-house records storage and management has already become unmanageable. They’ll come to us with boxed files, often in good condition, but with their inventory failingly compromised by inaccurate reporting.

The importance of a working inventory, the backbone of a records management system2024-05-17T14:48:37+02:00

The Filing Room: what makes a great document archiving system?

Recently, we’ve seen an uptick in inquiries for our digital archiving/registry management consultancy services. Providing our professional expertise to companies that are seeking to do their records management in-house is something we’re very happy to do. We know that there will always be big businesses – insurance companies, banks, multinationals – that, due to the sheer size of their operation, are better served by having a third-party document management company store their records. Similarly, we also know that there are other companies that have very valid reasons for storing their records in-house. If yours is one such company, this article is designed for you. It is our list of the factors that make a truly great document archiving system. We hope that you read it, digest it and incorporate it into your document archiving system. What makes a great document archiving system? Historical preservation A document archiving system is most

The Filing Room: what makes a great document archiving system?2024-04-26T08:31:26+02:00

Digitisation: how the Filing Room handles the latest development in document management

The digitisation of records, and subsequent digital document management process, is a huge part of modern document management. Many, if not all, companies are thinking about this part of records management for a variety of reasons. Digitisation is of obvious importance. The fact that digital records can be duplicated and saved in numerous places means that they can be accessed, disseminated, stored and retrieved with an ease that is obvious when it is compared with physical records. What’s more, modern Kenya, as most recently, and obviously, evidenced by KRA’s new eTIMS process, is going paperless. Big businesses, huge administrative bodies and organisations with widespread operations are increasingly stepping away from paper storage. Of course, there are certain documents, usually the most important ones, that will continue to be kept in physical form. Customer sign-up forms, at banks and insurance companies; tax reports and original documents for leases and contracts will

Digitisation: how the Filing Room handles the latest development in document management2024-04-01T09:07:59+02:00

For law firms with an in-house document management system: how to improve

As a document management system provider, with warehouses and our own system for storage, when we reach out to large companies that have their own document management system, it can often seem as if we’re trying to poach a department’s role from a big company. This is occasionally the case with law firms, especially the bigger ones. The really big law firms have an obvious need for keeping their records easily and quickly accessible. Some of them find that this need is satisfied by the truly professional, efficiently-managed document storage providers, like the Filing Room. Other law firms do their document storage and management in-house, choosing to keep everything nearby and all under the organisation of the same system. We completely understand why; what we want to change is the impression that we, as third-party document management professionals, are in competition with a company’s in-house document management team. Optimising document

For law firms with an in-house document management system: how to improve2024-03-15T13:53:33+02:00

Streamline your business operation with a registry management service

In modern Kenya's fast-paced business environment, maintaining an organized and efficient registry management system is essential for the success of any organization. With the ever-increasing volume of data generated daily, managing records manually can be overwhelming. Records management is absolutely essential to the well-running of any business, at any size or stage of its maturity. Without the appropriate storage of, and timely access to, a company’s records, many things can go wrong for a business. Deals can be lost, client files can be mislaid, time can be wasted. An inefficient records management system also opens up a business to potential litigation or regulatory issues. If KRA wants a document now, late delivery is almost, if not as, bad as that record being lost. As a result, many businesses look to third-party records management companies to store and organise their records. (If you want to read more about the dangers of

Streamline your business operation with a registry management service2024-03-08T13:13:55+02:00

Kenyan business in 2021: What you need to know about opening up in December and a potential revolution of enterprise

According to Africa News, Kenya is eyeing a complete re-opening of the country this December. After nearly two years of Coronavirus-enforced disruption, the Kenyan government is looking to revitalise the economy through the easing of restrictions. It is still unclear how much of a relaxation we can expect to see within Kenya. However, considering how the economy shrank by 0.2% in 2020, government officials must be anxious to get back to running things as normal This announcement, reported on by the online broadcaster, comes off the back of a variety of different news pieces that suggest at a reshaping of the Kenyan economy. Earlier in 2021, many East African news outlets also reported on a perceived evolution to Kenya’s relationship with Tanzania. The Presidents of East Africa’s largest economies met in May and are reported to have discussed a strengthening of the business ties between the two countries. What’s more,

Kenyan business in 2021: What you need to know about opening up in December and a potential revolution of enterprise2021-10-29T16:23:24+02:00

How correspondence management fits within a company’s wider records management system

A business’ records are its lifeblood. Every document, every paper record, is a mark of a business’ interactions with partners, customers and other affiliates. Without the documents, and their effective management systems, the business all but fails to exist. A large part of these documents are comprised of receipts and invoices, contracts and other records of deals conducted. These are incredibly important documents that obviously require effective management and safe-keeping. But there are other documents, records of correspondence between a business and its clients, that, despite being of arguably less important than contracts or invoices, are constantly in review and the process of being updated. If a business’ records are the story of its existence, correspondence records are the history of a business’ interaction with each client. And, without clients, a business really would be nothing. Business correspondence requires proper management. If a business has to deal with deadlines –

How correspondence management fits within a company’s wider records management system2021-09-10T11:21:29+02:00

File and document management for Kenya’s legal sector

The Kenyan legal sector is described by The Legal 500 – a law firm ranking website – as having reached a stage of maturation. That is to say that, today, Kenya’s legal sector has moved on  from its initialising stages. The sector here in Kenya still attracts a variety of international players. Bowmans, Dentons Hamilton Harrison & Mathews, ENSafrica and CMS Daly Inamdar Advocates are a few such firms. But it also has a growing local presence. Kenyan firms include Anjarwalla & Khanna – founding member of the Africa Legal Network –, Asafo & Co., and ENSafrica’s Nairobi office. These local legal professionals are more and more often trained in Kenya and, having left international practices, are setting up their own, uniquely Kenyan firms in this country. Of course, as the country develops economically, greater will be the need for an established and capable legal sector. And as that legal

File and document management for Kenya’s legal sector2021-06-04T13:54:27+02:00

Inefficient records management could mean businesses are sitting on a ticking bomb

Keeping and maintaining the records that are important to your business is crucial to the running, and survival, of your company. An effective business manager must make records management part of their responsibility. If an important document goes missing, it can cause delays. It can invite tension into the workplace or block important deals. It can even result in lawsuits being levelled at the company. But an intelligently-contrived records management system does not just keep and maintain documents, it also considers when they must be destroyed. The reason why is that there are potential dangers to keeping too many documents. Especially if your document management system is not discerning when it comes to what is stored. The dangers of keeping too many records: As data protection and the rights to data privacy are considered and developed worldwide, new laws are being passed that will drastically effect records management. Here in

Inefficient records management could mean businesses are sitting on a ticking bomb2021-05-21T16:03:50+02:00

How an effective records management system will optimise your company’s HR department

The human resources department of a company is incredible important. It is charged with ensuring that this important resource – the workforce – operates to the best of its ability. Without the effective well-running of the human resources department, some of the most important actions within the company can suffer. The HR department controls what sort of personnel make up the company. It is the human resources department that controls hiring and firing. But, of course, every company process creates a paper trail. And human resources, by nature of what it works with – people -, creates a longer one than many other departments. As a result, human resources departments that do not have an effective records management system can often become bogged down. This can cause incredible inefficiency within this department. And, if a company’s workforce is not working effectively, the whole company isn’t. As a result, document management,

How an effective records management system will optimise your company’s HR department2021-04-27T12:17:41+02:00
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