Managing information is an important part of running a business. If you’re not diligent with maintenance, you can find your office overrun with physical documents and filing cabinets. Even with electronic storage, it’s important to pay attention to the details to streamline document management in your company. Use the following six tips to enhance document management in your company.
1. If You Haven’t Already, Use Cloud Storage
Upgrading to cloud storage is going to make everything easier for you and your team. Cloud storage systems allow people to work from anywhere and have the team see updates in real time.
When it comes to cloud storage, you need to implement measures to stay organized. If you work with lots of different file types, it may be worth using dedicated services for different formats. For example, you can have CloudPlayer dedicated to music/audio files while keeping all text documents in DropBox.
2. Name Your Files And Folders Properly
One of the advantages of using computers is being able to search through all your files quickly. However, this is a useless feature for many companies since they don’t take the time to name their files properly. You need to implement a consistent and logical naming pattern that keeps your files easy to find. Include dates, names, and details to help fill out the title.
One mistake to avoid is starting all files with the same series of words; this makes them more difficult to find later on.
3. Purge Files You Don’t Need Regularly
Documents quickly pile up which makes staying on top of them a necessity. Chances are you have a bunch of old versions of documents that you don’t need. Set aside time weekly to go through your files and delete the documents you don’t need. Consistently purging your documents makes specific files easier to find when you need them.
Another way to keep your documents organized is to try a nested folder. Your main folder should describe the overall contents which will be separated by multiple sub-folders. Keeping your main folders clearly labeled will make it easy to search for old documents.
4. Make Sure Your Documents Are Secure
Securing your company’s information is an essential part of document management. Anytime you have client or financial information in your system; you need to take steps to secure your data. Make sure you have electronic backups taking place on a regular basis. It’s also important to monitor your file permissions and view who has access to what.
If you absolutely must keep physical documents in your office, make sure they’re in a place where they’re protected from fires and floods. You also need to secure your physical documents from theft.
5. Get Help Transferring Your Physical Documents To Online Storage
Document scanning services are there to help you transfer filing cabinets full of data to your electronic system. Doing all the work of transferring the files yourself is exhausting and a waste of manpower. Document scanning services employ experts at transferring data which allows them to get the task done much faster than you can. Transferring your documents to electronic storage will help you save time and free up space in your office.
6. Organize Your Emails
In today’s business world, everyone is swamped by emails. Managing your inbox is a vital part of avoiding feeling overwhelmed by everything going on. Try setting up filters to put messages from certain people into specific folders.
Make sure your email client makes it easy for you to search through your messages and attachments quickly. Finding ways to control your email and not letting it manage you will enhance overall productivity.