Imagine needing to retrieve a file that was sent to you from an external customer, but having no good fortune in finding this on your computer. It’s a nightmare scenario that can lead to frustration, hesitate and even overlooked deadlines. That is why proper document management is really crucial for your business of any size.
The good news is that there are proven options for avoiding the pitfalls of disorganized document storage and improving general productivity. A few surefire ways for getting you began.
Use a Record Management System
Organize files in folders and subfolders in a hierarchical format. The top-level folder can be a general category (for model, documents), and the files will need to then be organized in to specific directories for each task or perhaps user. This kind of keeps anything together, reduces confusion and helps prevent a “tribal knowledge” way in which multiple users have their own variant of the same data file.
Standardize Folder and Record Naming
Even the best file system should fail if everyone uses random, cryptic names for data files. Establish a pair of rules to follow, such as such as date in the file identity, to ensure published here consistency and make the files easy to find.
Split Ongoing Function from Accomplished Work