March 2014

Background and challenges

Our client, a manufactory company in China, had branches across Greater China. As the company significantly grew, the number of clients increased and in turn the number of documents. At the time, the company did not have any records management program or policy in place. There was no retention schedule or efficient methodology used to manage their active files.  They did not have consistent procedures to handle paper files and no any electronic system was in pace to track files. Procedures were varied in different office locations. Files were getting lost, misplaced and were hard to find when needed. It was vital that the company got their records organized to become more efficient spend less time searching for documents . 

The solution

We began the project working with the client's Beijing office. We proposed a few strategies. Firstly, we separated and categorized the documents. Then we labelled the paper files with an index and barcode labels. After that, we scanned all paper into a database. Our team then developed a records policy and procedures manual specifically for that client. This policy was rolled out to all the client’s branches in order to provide consistent records management with detailed guidance and procedures. With their paper filed and labeled and correspondence stored in the records database, it as possible to search for a paper file using an easy and quick method. 

The outcome


By developing and implementing a professional records management program for the company and providing a clear retention policy and schedule, the client has significantly increased efficiency of their records process and reduced the amount of time required to search and locate files.