Records Management
Communications in a construction company are a very important part of a smooth running organization. The construction office must communicate with customers, subs, suppliers, architects, inspectors, and its field crews on a regular basis. The construction business is communications intensive. When people communicate with one another they usually talk about some document. It could be an estimate, change order, invoice, or proposal just to name a few. There are many more, including prints and specifications.
To communicate effectively and quickly you must be able to get the document you need immediately. It's difficult to communicate or discuss a proposal if you can't find the proposal. It's almost impossible to discuss the terms of a written contract if you can't find the contract. Misunderstandings are usually caused by miscommunications and they can lead to hard feelings and expensive errors. This creates the need for a well designed filing system to facilitate the communication process within the company and with those outside the company. A well designed filing system is not just a place to store documents and records. It is a strategic part of the company's communication and records management system and it can have a positive effect of the bottom line if it's designed and used correctly.
What would a well designed filing system for a construction company look like? First, it would consist of steel cabinets with provision for hanging file folders in the drawers. It would be combination alphabetical and numeric filing system with large one third tabs. Tabs for major headings within the filing system would be on the right of each folder. Then the items within that heading would be listed on tabs in alphabetical order on the left side of the folder. Items could be filed alphabetically under a name or numerically by job or estimate number.
There would be a separate file in the owner's office for all company related documents. These might include the founding documents of the company such as the Articles of Incorporation, insurance records, bonds, banking information, employee records, or any other document that pertains to the company itself.
There would be a current estimate file, a work in progress file, and a completed project file. Completed projects would be removed from the file after one year and placed in record storage boxes where they would be retained for four more years. There would be a separate file for subcontractors, specialty contractors and another file for suppliers of material and equipment. There could be a catalog file.
Each of these filing cabinets and files would be placed strategically within the office as close as possible to the people who use them the most. Files that are needed at the jobsite would be kept in the field superintendent's office at the job site in locked cabinets.
Filing systems and file cabinets have been around the office landscape as long as there have been offices. They are so familiar that nobody thinks about them other than as a place to store things to get them off people's desk and out of sight. But the well designed filing system is a strategic communications asset. It can speed up and smooth out the entire communications process both within the office and with those outside. It can make the people and the company more productive and profitable. It can make your company run better and execute faster.
Lost or misplaced files? Effetti has an answer
Lost or misplaced files. Document duplication. Hoarded files. Internal information that is difficult to find. These problems slow response to clients, increase your overhead, and create unnecessary road blocks for your employees.
Knowledge and information is one of your company's most valuable resources and is documented in the files you create. Therefore, it is critical for people within your organization to be able to easily access information within the files regarding your clients, subs, suppliers, estimates, jobs in progress, and completed projects. Well organized files and documents ensure more efficient access to and improved management of information.
Effetti helps to organize, access and manage your critical documents and records. By combining good quality filing cabinets, hanging file folders, and easy to read tabs with our knowledge and experience we will make your company more efficient.
- Better Access to Information
- Share Company Knowledge
- Improve Business Process
- Improve Cash Flow
- Increase Revenue
Accessibility leads to more efficient processes
Effetti solutions ensure that the right information is where you can find it - reducing filing errors, shortening search time, and preventing lost documents. We help your people find the information and documents they need, when they need them.
Managed Records lower your risk
Effetti works to understand your particular records management challenges. We then map out a plan for you to implement. Our plan helps you to manage risk and minimize exposure to regulatory action by developing retention guidelines for the timely and appropriate disposition of documents.
Losing files due to disaster could expose your company to the loss of important job cost information. Our professionals ensure that you know what records you need to protect, minimizing disruption to your business process.
Better organized files and documents, quicker access to information, lower costs, and reduced exposure to risk are the benefits of choosing Effetti Business Growth as your records management partner.
|
© Copyright 2007-2008 Effetti, Inc. All rights reserved worldwide.
Hosting by Barefoot Digital
Sitemap
|
