Question

Paperless project - how to assign box numbers

Laserfiche

Updated March 31, 2016

asked on March 31, 2016

Hello,

We are in the midst of trying to become a paperless office and I was wondering if I could get some idea's from companies who have already made the transition. (or are working towards it) Currently when we box up files we use Quickfields to assign a box number in order for us to locate the contents of the files if we need to pull the box. Now moving forward we are going to have to assign each department their own box numbers before the boxes are filed with files. One suggestion was to use the creation date as the box number so that if we need to pull a member's file we could just use the date Laserfiche created the file. How is your company dealing with off site storage and how do you know what boxes to pull if you need information? Any help would be greatly appreciated.

Jennifer

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replied on March 31, 2016 • Show version history

Jennifer,

In my opinion (& only mine), what is important is that you have a system & most importantly follow it. Otherwise it won't matter.

Now, one of the best way I had seen was depending upon how you store the physical paper, means, if there is going to be one room or more than one, then racks & last binders.

Based on this you can create a model number something with a logic X-Y-Z, where every alphabet would represent something , like X for Room, Y for Rack & Z for binder, this way when you go actually to locate physical document, you somewhat are close to what you want to find & have an idea before you leave to locate the document. The same number you can put in a field in Laserfiche with the imaged document, so you know the relation.

Again, most important thing is to have a system any system (of naming) & strictly following it.

Hope it helps.

Best of luck,

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replied on March 31, 2016

Hi Jennifer, you can also see this Solution Exchange article to see how Westbank First Nation in Canada manages physical files in off-site storage with Laserfiche: https://www.laserfiche.com/solutionexchange/how-westbank-first-nation-processes-tax-folios-with-laserfiche/

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Paperless project - how to assign box numbers

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