Equipos de oficina para la gestión de documentos.

La gestión de documentos es una parte importante en cualquier empresa, sea cual sea su sector. En mayor o menor medida toda empresa o pyme lleva a cabo su propio sistema de gestión documental, aunque no sea un sistema establecido conscientemente.

Los objetivos de un sistema de gestión de documental son coordinar, controlar y, a mayores, optimizar todas esas actividades o acciones que se llevan a cabo para crear, recibir, ubicar, acceder y guardar los documentos. Además de lograr una custodia correcta de la documentación archivada, hecho muy importante para que la empresa cumpla con la legislación vigente.

Teniendo en cuenta estos objetivos, con un sistema de gestión de documentos óptimo y adaptado a las necesidades de cada departamento o empresa, se consigue:

  • Evitar la pérdida de documentación y conseguir su custodia en un sitio seguro.
  • Mejorar la gestión del tiempo y de los recursos de la empresa.
  • Evitar el acceso de terceras personas no autorizadas a la información.
  • Conseguir que el ciclo de vida de la documentación sea el correcto, con una adecuada destrucción llegado el momento.

 

¿Cuáles son los equipos de oficina básicos para la gestión de documentos?

La correspondencia y el tratamiento del correo son parte importante de la gestión documental por lo que respecta a la creación y recepción de documentos. Una plegadora es un equipo imprescindible cuando el volumen de correo alcanza unos 2000 envíos, contando tanto correo interno como correo externo. Con este tipo de equipos, como las ensobradoras,  conseguimos optimizar los recursos de cada departamento destinados a estas tareas, y además, protegemos la confidencialidad de los destinatarios de las cartas o circulares. Esto es especialmente importante en el caso de nóminas o facturas… una máquina se encarga de ensobrar las nóminas de una empresa, sin necesidad de que ningún trabajador sepa que cobran sus compañeros.

Plegadora automática IDEAL 8345

Otro equipo de oficina básico es la destructora de papel. Terminado el ciclo de vida de una determinada documentación, la legislación vigente nos indica que hay que destruirla adecuadamente según el tipo de datos que contenga.  La adquisición de una destructora de papel es una inversión que a la larga supone un mayor ahorro económico que la opción de empresas de destrucción. Además, nos facilita la destrucción de documentos justo en el lugar donde se crean y gestionan, sin necesidad de transportarlos de un sitio a otro, con los riesgos para la confidencialidad que esto conlleva.

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