Dealing with confidential electronic documents

Practically Perfect PA

A few years ago I wrote a really detailed blog about dealing with confidential electronic documents and paperwork. Today, I thought I would write an update on my blog from a few years ago and concentrate on electronic documents.

2017 192

Document Management System

Ian's Messy Desk

Options for managing document filing and retrieval. By establishing a consistent system for filing and tracking documents, you will impose a sense of order on your records. There are lots of choices when it comes to filing documents. Image via Wikipedia.

Is Document Scanning Green?

Eco-Office Gals

Most companies will look to document scanning as a way of managing their paper based information and with advances and maturing technology these solutions have started to become economically viable. So there are some real, tangible, business arguments for document scanning and managing these paper based systems electronically using document management and workflow. The Cost Of Storing Documents Long Term. The Cost of Scanning Documents and Storing them Electronically.

2011 122

Top Workflow Tips for Effective Document Management

Small Business CEO

Effective document management has become an essential component to maximizing productivity for just about any organization and this includes small businesses too. As the paperwork mounts, so does the case for effective document management.

2017 57

Best Document Tracking Tools and Methods

Office Dynamics

Question: “We have so many people in my office creating and revising so many documents and swapping them around, I don’t know of the best way to ensure someone’s not grabbing the wrong one from the network—or from the person they’re teaming with.

2014 136

How to Structure a Message or Document

Business Writing

Lately when I ask participants in my business writing courses for their reasons for attending, many of them tell me they struggle with structuring their writing. Whether it is an email, a letter, a report, a proposal, or another business. Teaching Business Writing Writing Tips

2013 106

Proofreading a document

Laughing all the Way to Work

It has been my experience that using Spell Check never replaces proofreading a document. I have proofed documents where the person has relied only on Spell Check and the outcome has been comical. I remember reading a document and instead of its they had written tits. Be sure you always proofread your documents and then Spell Check it as an extra step to your proofreading.

2008 100

Proofreading a document

Laughing all the Way to Work

It has been my experience that using Spell Check never replaces proofreading a document. I have proofed documents where the person has relied only on Spell Check and the outcome has been comical. I remember reading a document and instead of its they had written tits. Be sure you always proofread your documents and then Spell Check it as an extra step to your proofreading.

2007 100

15 Types of Documents

Daily Writing Tips

Many terms exist that distinguish one form of documentation from another. Here are some words for specific documents, with explanations of their functions as well as additional definitions of the terms. Certificate : a document attesting that something is true or someone is qualified, or proving debt or ownership, or, as a verb, to certify. Warrant : a document assigning authority to do or act, or, as a verb, to assure, declare, or guarantee.

2012 50

What to Look for in a Document Management Company

Small Business CEO

When you are partnering with a document management service provider, you need to be sure that your data is well taken care of. Firstly, document management itself is crucial. … Information Technology dms document management

2013 60

"Going Green" With Your Documents

Professional Assistant Blog

Home About Me Advertise "Going Green" With Your Documents By The Professional Assistant on Monday, July 13, 2009 Filed Under: Productivity D o you recycle your unwanted papers at work? Do you try to "go green" by not printing e-mails or other documents that you could be e-mailing to others that you want to share this information with? You keep printing document after document, not realizing how many trees you are using and how much waste you are creating.

2009 100

The Do’s And Don’ts Of Digital Document Management Systems (DMS)

Small Business CEO

With flexible working and Bring your own Device (BOYD) policies becoming the norm, it is increasingly difficult for business owners to keep track of one of their most valuable company assets, i.e. their business-related documentation. Entrepreneurs documents management

2013 64

Too bad they’re only historical documents now and no.

Denise Aday

Too bad they’re only historical documents now and no longer living. Joining the Bill of Rights , which had been in the Archives’ care since 1938, they became collectively known as the Charters of Freedom , the most precious documents in our heritage.

2012 52

Want Confidential Documents to Stay Confidential?

Professional Assistant Blog

Home About Me Advertise Want Confidential Documents to Stay Confidential? If you would like more information on keeping your documents safe, take a look at the "How Safe Are Your Documents?" By The Professional Assistant on Friday, November 30, 2007 Filed Under: A re you looking for a way to make sure that others don’t open your letters or packages?

2007 100

A Starter Guide to I-9 Compliance & New Hires

Small Business CEO

… Legal employment documents hiring documents i-9 compliance i-9 formsGetting a new hire onboard is more than introducing him to coworkers. You need to comply with all the regulations involved with the I-9 form. It is only one page, but the rules that go with it fill 69 pages.

2016 105

Documents Show Dallas and Trinity East Partnership Extends to Previously Undisclosed Irving Well That Had Casing Failure — Downwinders at Risk

Denise Aday

Documents Show Dallas and Trinity East Partnership Extends to Previously Undisclosed Irving Well That Had Casing Failure — Downwinders at Risk : People need to lose their jobs and go to jail over this, starting with Dallas City Manager Mary Suhm.

2013 52

Eight Ways to Keep Your Office Clutter-Free

Ian's Messy Desk

When the HVAC system was installed, someone thought we might want the user manual for the system: a 400 page PDF document. Instead of filing the PDF on the network, the document was printed and placed in a filing cabinet , where it will sit until doomsday. Despite the improvements in document handling technology, despite the the convenience of a PDF, we still produce a lot of paper. Working at an organizations’ head office, we see a lot of paper.

Filing 100

4 Ways Smartphones Can Increase Workplace Safety

Office Dynamics

Use the Camera as a Documentation Tool. The smartphone camera is a terrific tool to use during inspections or investigations or anything that requires documentation.

2016 154

PA Confidential

Practically Perfect PA

Confidential electronic documents (anything that is visible on your computer screen). In addition to this you also see all of the attachments that have been sent to your manager and all of the documents they are working on as well.

2012 162

10 Lotus Notes Tips

Ian's Messy Desk

You can move to Notes documents while you’re still in another document without going to the view. All you have to do is click the Next icon in the SmartIcon bar or press Enter when you have the first document in read mode. You immediately go to the next document in the view.

2012 136

File Sharing

Practically Perfect PA

They are: A company-wide online file sharing programme for all important documents that can be accessed by other members of staff (for me this is just my Directors). I always save my documents in the following format Type of document / year.month.day / Employee surname, Employee first name.

Filing 143

Different spellings: British, Canadian and American

Laughing all the Way to Work

© Copyright Patricia Robb 2010 27 February, 2009 Different spellings: British, Canadian and American I was proofing a document the other day, but since Ive been reading documents from the United States and Canada, I couldnt remember if behaviorial was the American or the Canadian spelling.

2009 130

Resume Proofreading Tips

Job Advice Blog

Oftentimes, you review the document so many times it starts to blur and you can miss something glaring. The following is some guidelines to make sure you are delivering a error free document: - Use a dictionary / thesaurus when you write.

Resume 142

Guest Post: Green Benefits of Virtual Events

Eco-Office Gals

In addition, the average number of pieces of paper saved by the use of digital documents at virtual events is 36,000 per show. by: Tricia Heinrich, ON24 ’s Senior Director of Strategic Communications.

2010 151

Tackling the 20 Percent of Revenue You are Losing to Inefficiency

Small Business CEO

If that’s news to you, you probably haven’t prioritized the best strategy for increasing efficiency: Documenting your processes. … CEO Leadership efficiency process documentation You already know that inefficiencies are bad for business, but do you understand how bad?

2014 66

Did I Save That???

Laughing all the Way to Work

Save your documents regularly. Another good reason for using Quick Keys: What would you do if your mouse stopped working and you had open on your screen multiple documents and emails and you didn't remember if you had saved all of them. Alt F4 closes the program and Ctrl F4 closes the document. Tags: quick keys saving documents Using the quick key Ctrl S makes it very easy to do. Get in the habit of saving after every few sentences (or sooner).

2007 100

5 Reasons To Migrate To A Paperless Office

Small Business CEO

Yes, it does cost money to store documents digitally, but these costs are often far lower than the ongoing cost of buying paper, ink or toner, garbage disposal, and the extra space you need to store reams. Document Security Is Enhanced.

2013 57

6 quick tips for managing paper

Ian's Messy Desk

Productivity Business desk document filing cabinet furniture notebook office equipment office work paper paper deals paper flow paper recycling paperless office quick tips scrap paper some tips the paper tip your paperClose your eyes and picture the Zen-like state of your desk in a paperless world. When you need data from the last quarter, you speak to your computer and a soothing voice responds with the information.

2012 100

Don’t Waste your Money Hiring Consultants: There are Better Alternatives

Small Business CEO

… CEO Leadership business frameworks business models hiring consultant premium business documents Hiring a consultant is expensive, and not all small business owners have the privilege to hire one due to budgetary constraint.

2014 62

Sounding the Alarm about Workplace Privacy Issues

Laughing all the Way to Work

I recently attended an IAAP dinner meeting and we had a lawyer speak to us about the proper disposal of confidential documents. As assistants we often work with information that is confidential and we need to use good practices when disposing of these documents. In Canada document disposal came to the attention of Ontario’s Privacy Commissioner in the filming of a mini-series in Toronto. Placing a document in a garbage bin is NOT a secure disposal mechanism.

2008 100

Is Customer Service Part of Your Business Process?

Make or Break Moments

Posted by Deborah Chaddock Brown on August 27, 2010 under Customer Moments | 2 Comments to Read I am working on writing a series of articles for a customer on the importance of developing and documenting business systems.

How to Set Up Your Personal File System

Ian's Messy Desk

Productivity better file computer file Document management system Evernote filing filing cabinet folders how to set office equipment office work paper paperless paperless office paperless processing personal file personal filing system sets system toyouWhether we like it or not, paperless systems are slow reaching mass acceptance. Unless you work for a company that has invested in paperless processes, you likely see loads of paper coming across your desk. How do you deal with it?

Filing 100

Keeping a Journal

Ian's Messy Desk

You may want to keep one as a historical document for future generations; as a prewriting activity for longer works you plan to publish; as a private means of expressing emotions and ideas; or much more. 10 Reasons to Keep a Journal. Keeping a journal gives outlet to your feelings in a way nothing else can. It is a place to record your deepest thoughts without fear of judgment. Journals allow you to be who you are; to examine your emotions in your way and time.

2011 113

Announcing.The Paper Tiger Online!

Productive & Organized

Mac Users Will Have Easier Access for their Document Management While the desktop version of Paper Tiger could be used on a Mac, sometimes people had challenges making the Windows version work well.  Mac Productive & Organized Home Contribute to P&O!

2010 130

What's the story on your file?

Laughing all the Way to Work

It is very important if you get phone calls and make decisions on a file to document that by writing a note and putting it on the file by date. Fax transmission sheets and courier slips are also part of the story and provide proof that a document has been sent so should be kept stapled to the correspondence. It is important to date stamp all received correspondence to have an accurate record of when a document was received.

Filing 100

Repeating Headers and Footers while in Sections

Laughing all the Way to Work

© Copyright Patricia Robb 2010 26 October, 2008 Repeating Headers and Footers while in Sections Someone was asking on another site how to repeat a footer for just one section in a document, i.e. a table. She said it would be the same instructions for a table or a document in Word.

2008 130

Does Your Business Need To Use A Transcription Company?

Small Business CEO

For most people, documenting and paperwork are some of their least favorite tasks, even though they might be vital for the company to remain compliant. Using a transcription service means that you don’t have to painstakingly type out each document and report.

2013 52

Technology of the week: Scanbot

Practically Perfect PA

It is free to use, although there is a pro version which enables users to produce edit-ready documents. Today’s technology of the week: Scanbot. Here are all the details… What is Scanbot?

2018 175

Tax Tip for the Office Professional

The Office Professionals Place

This is the time of year that most people stress over because we are waiting for documents like W2’s, mortgage statements, 1099’s, and other information in order to file taxes.

2010 130

Are you Ga Ga For Google?

The Office Professionals Place

Now Google can help you do things like…… Google Docs – Create and share your online documents, presentations and spreadsheets Google Voice - Don’t have time to listen to voicemails?

Google 130