Mary Jane Tabiano is a freelance document management system specialist. An organized and a detailed person, implementing filing systems for clients is what she enjoys best! Here’s some insight to Mary’s file de-cluttering.

My training in Document Management Systems (DMS) started in 2007 when I worked as a secretary at a law office. When I moved to a different industry, I became a Records Officer and Document Control Specialist and was also tasked to do a Statutory Compliance work. I’ve worked as a full-time employee for more than a decade before I change my status to freelancer. Becoming a freelancer, gave me the fulfillment of making other people from anywhere, happy. I am not just able to showcase my talent and skills to different institutions but also I can help others in implementing their preferred document management systems.

Anyone can plan a simple DMS for their offices. However, implementing a system is a much harder task than people think. It takes time, focus and commitment for everyone involved in doing this job. You should be detailed-oriented and passionate about de-cluttering to get the job done! A successful DMS is when everybody in your company is following what was planned and implemented.

Follow these simple DMS guidelines for your office de-cluttering:

1. Assign someone as a document controller or DMS consultant to manage the system. Someone who is a detailed-oriented and an organized person.
2. Allocate a peaceful room or area for a working space.
3. Availability of printers, a file scanning device and other filing materials.
4. When an approved DMS is in place, a document controller or DMS Consultant must train all concerned employees or department representatives.
5. Start sorting physical files. Organize them by type and in chronological order for easy retrieval of documents.
6. Once physical files are in order, they are now ready for scanning for digital filing.
7. Digital files must be saved with proper file naming as required by the company.
8. The physical and digital filing must be mirrored to one another.
9. Offsite storage must be considered for archiving documents.

As a consultant, I give these guidelines to my clients. My mission is to help offices to de-clutter and to save time in retrieving their files.

I hope you enjoyed reading, happy file de-cluttering!

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