By using a document management system, you should, ideally, have a much more organized document management process. It should be easier than ever to access, share, and organize important information, but that also requires you to have some foundational organizing elements laid out in regard to your document management process.
If your document management process is in need of some help, don’t worry. We have some tips for getting your documents organized once again so you can be as productive as possible.
Use Root Folders
You should be using a centralized root folder to help organize all of your documents. On a Windows PC, that might mean using “My Documents.” If you’re collaborating with others, that may mean creating a “shared files” root folder that everyone will be able to pull from and add to. A single root folder makes organization a snap and gives you a starting location to begin your look whenever trying to find a file.
It’s much better to have too many folders than not enough. Making subfolders helps you organize documents alphabetically, by year, or by any other kind of classification. Just make sure you’re creating classifications that everyone in your organization is going to understand and that they are clearly communicated so everyone can follow along.
Naming files requires you to be very specific and descriptive. If possible, create universal naming standards for items that are similar enough. That way, you’re able to quickly tell the difference between a photo taken on Monday and a photo taken on Tuesday, or whatever your use case may be. Extra details can help other people figure out what you were thinking, so use the name field as a place to quickly let others know everything they need to about a file.
The benefit of having a document management system is that you should be able to back everything up. Whether you choose to keep your backups on a physical hard drive stashed somewhere safe or if you want to choose a more modern option in the form of cloud storage backups, having some redundancies is an absolute necessity. You never know what may happen to your files so be safe and make backups.
Spend some time here and there to declutter your files. If something was created by accident, get rid of it. If you’re 100% certain you won’t need that file anymore, get rid of it. If you know something can be moved to the archive, move it. Keeping down on clutter is an important part of the document management process.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.