Files are essential for any company, whether small, medium, or large. They record the history of the organization and assist employees in their daily lives by providing information about products and services offered. Based on this importance the Three Ages Theory was created.
A Three Ages Theory is a model created to manage the life cycle of a document, based on how often each file should be consulted and how it is used and stored. This model was first developed in the 1970s by Jan Baetens.
Let’s understand a little more about the Three Ages Theory and the benefits for the document lifecycle of companies.
The importance of the Three Ages Theory in the life cycle of documents
An organization creates and uses documents to meet its needs. Through them, it is possible to register important information about the products and services offered, the company’s history, and other relevant data.
In practice, the Three Ages Theory creates the conditions necessary to manage the life cycle of a document, based on how often each file should be consulted and how it is used and stored.
This theory divided the documents into three phases: current, intermediate and permanent files. Every document goes through several phases, from its production to its final destination, which can be elimination or permanent storage.
Current files are those that are used daily in the company’s routine, with frequent consultation. These are important documents for the employees’ daily lives, so they must always be at hand.
Examples of current files:
- Brochures and catalogs;
- Product guides;
- User’s manual.
Intermediate files are documents that are used less frequently, but still need to be on hand for consultation when needed. They are those that are not part of the daily routine, but are important for decision making in the company.
Examples of intermediate files:
- Financial statements;
- Annual Balance Sheets;
- Management reports;
- Market research.
Companies keep permanent documents even if they do not use them often, for consultation at specific times or for historical purposes.
Therefore, the company must keep them to understand the path taken by the business, even if they are not part of the daily routine or decision making.
Examples of permanent archives:
- Meeting minutes;
- Old contracts;
- Employee records;
- Annual Balance Sheets.
The benefits of applying the Three Ages Theory to company archives
The Three Ages theory creates the conditions necessary to manage the life cycle of a document, based on how often each file should be consulted and how it is used and stored. Applying this theory to the company’s files is fundamental so that the employees always have the necessary documents at hand to carry out their activities.
Applying the Three Ages Theory in company archives brings several benefits, such as:
- Optimization of the physical space;
- Reduction of storage costs;
- Better use of storage capacity;
- Ease of retrieval of documents.
In addition, the Three Ages Theory also helps in making decisions about the final destination of documents. Through it, you can determine which files should be deleted and which should be kept for historical purposes.
How to apply the Three Ages Theory to company archives
Applying the Three Ages Theory to company archives is important so that employees always have the necessary documents at hand to carry out their activities.
To apply the Three Ages Theory to company archives, it is necessary in brief:
1. Based on the Three Ages Theory, determine which are the current, intermediate, and permanent archives
To do this, the organization must analyze the frequency of consultation and use of the documents, identifying those that must be eliminated, to ensure the effectiveness of the process.
2. Organize the documents according to the frequency of consultation
The organization should keep current files close at hand and organize them alphabetically or chronologically, while it should store intermediate and permanent files in a separate location for easy access.
3. Store the documents properly
It is important to detail this project well to ensure that we handle all documents in the right way and store permanent files in a separate, easy-to-find location.
Companies often choose to store them in digital copies in order to save space.
4. Create and implement an action plan for each file type
After classifying the types of documents and defining the form of storage, you need to create and implement an action plan for each type of file.
The action plan will indicate what to do with each type of document, when and where to store them, and how to dispose of them. It is necessary to detail this project well to ensure that we handle all documents in the correct way.
5. Implement the adopted measures
Finally, after creating the action plan, the next step is to implement it to ensure the efficiency of the archiving process.
You need to fulfill all the steps of the plan and monitor the progress to check that everything is working in the right way. After some time, it is possible to make adjustments to the plan to improve the archiving process.
evalSign is the first step to implement the Three Ages Theory and start your company’s document lifecycle management
If you are looking for a fast, easy and secure way to sign documents and adopt an efficient digital workflow, evalSign is the perfect solution for you. The evalSign solution is more than just an electronic signature – it is a digital experience that makes signing documents simple and fast.
Offered by Eval, to optimize the process of electronically signing or collecting signatures from customers in different industries and company sizes, the evalSign solution is a complete solution for document approval workflows, advanced digital signatures, and document status tracking.
It allows you to electronically sign documents, anywhere and anytime, in a practical, secure, and dynamic way. Designed to quickly optimize the way companies deliver, review, approve, and sign their business documents. And since evalSign is a digital signature, you can be sure that your documents are safe and secure.
evalSign provides a fast and easy digital signature platform for sending, viewing, signing, and returning your electronic documents.
The perfect solution for companies seeking to optimize document and contract management
Whether you are a small business or a large corporation, evalSign can help you save time and money. In practice, there is no need to print out documents or make copies for each person.
And since evalSign is a digital signature, you can be sure that your documents are safe and secure.
In practice, the evalSign solution presents as practical benefits the management of large numbers of contracts and other documents:
1. improves document organization
By using the evalSign solution, you can organize your documents simply and quickly. You and your company have access to all your documents in one place – just log in to your account and you can access all your signed documents.
evalSign also offers the option of sharing signed documents with others, which makes document management even easier and faster.
2. Increases security in information exchange
With evalSign, you can be sure that your information is secure. This is because all documents are encrypted and stored on secure servers.
The solution allows user authentication, increasing security in document sharing, and ensures the legal validity of these documents.
3. Optimizes processes
By using the evalSign solution, you can optimize your internal processes, and you can sign documents anywhere in the world, at any time – all you need is an Internet-enabled device.
You can create PDF documents and send them for signature with just a few clicks. This means that you no longer have to worry about sending paper documents for signature.
4. It is even more sustainable
By using the evalSign solution, you also contribute to a better world. After all, evalSign is a sustainable solution that uses no paper or other materials to function.
In other words, the solution is fully digital, meaning no energy is wasted on printing and other paper-related activities.
5. Facilitates process management
By using evalSign, you also make it easier to manage your processes. The solution allows you to monitor all signed documents in one place – just log in to your account to track the status of each document.
Also, the solution allows you to set up alerts to notify the user as soon as a document is signed. This means that you don’t have to monitor the processes manually.
6. It is a legally valid solution
By using the evalSign solution, the company can be sure that its signature is legally valid. Also, evalSign is ICP-Brasil certified, which means that its signature has the same legal validity as a conventional signature.
In practice, all documents are encrypted and stored on secure servers. This means that your subscription is protected against fraud and invasions of privacy.
For all these reasons, it is clear that evalSign is the ideal solution for companies of all sizes. With the solution, you can save time and money, and contribute to a better world. Try evalSign right now and see how your company can benefit!
If you are looking for a fast, easy and secure way to sign documents, evalSign is the perfect solution for you.
Eval is an information security company specializing in digital signature, authentication and data protection
Which has consolidated itself in the technology market, following the evolution of software development for information security in Brazil.
We have digitally signed more than 24 million documents, performed more than 25 million transactions, developed more than 200 projects for various institutions, and have more than 50 customers using our system solutions.
In addition to Eval’s technical guarantee, which includes a team of experts with a long history of success and pioneering work in technology and information security, we want to offer a free subscription to the evalSign solution for you to test and prove that it is possible to transform the way you prepare, sign, and manage contracts and other documents in your company.
EVAL has been developing projects in the financial, health, education and industry segments for over 18 years. Since 2004, we have offered Authentication, Electronic and Digital Signature and Data Protection solutions. Currently, we are present in the main Brazilian banks, health institutions, schools and universities, and different industries.
With value recognized by the market, EVAL’s solutions and services meet the highest regulatory standards of public and private organizations, such as SBIS, ITI, PCI DSS, and LGPD. In practice, we promote information security and compliance, increase companies’ operational efficiency, and reduce costs.
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