Whenever a company is at its growing stage, it will initially hire more people in the front office to sell its products. A growing company will also have more people at its back office to process all the requests and documents making sure that the company can deliver its products or services to the customer.
More staff leads to some documents and increased e-mail traffic. You will need an extended storage space to maintain these documents. An extra step is required to keep the process efficient. The documents are stored on a local computer and are not directly available to other employees. There are high chances of repetitive storage and production of documents.
When an employee sends a document to another employee via email, it is most likely that the colleague will save a copy on his computer. This will lead to two different copies of the document in two different locations. These are the kind of things that can happen in a growing company.
You may have installed a document management solution for a smooth running of the document workflow. You may think that installing a DMS is enough for smooth functioning. The truth is you need to learn, how to use and manage documents in DMS for a smooth workflow system in a growing organization. It is very difficult to keep your document organized in today’s wired world.
An organization is a key to electronic file management
An organization will always keep your office fuss-free. The original goal of electronic document management is to make sure that you can find any document. The document may be years old, but finding it within seconds is the beauty of DMS.
The only goal behind organizing is that your growing organization will have growing documents. You can find these documents within seconds without any repetition.
Checkout file management tips for your organization
1. Always opt for a default installation folder for all your program files.
Keep a default file location and use it for installing application programs. If you are using windows with the convention application program files should come under (Drive Letter) Program Files directory.
2. One place for all documents
Place all the documents in a single folder. For an individual user, the default location is the My documents folder. It is the best if you save all documents under a single root and create subfolders inside the root. Single location storing system makes it easier for us to find things, run backups, and archives.
3. Create folders in a hierarchy
Folders are the drawers of your computer’s filing cabinet system. Use simple and understandable language to name your folders. Abbreviations are a big no as in future you will keep wondering what does it exactly mean.
4. Nest folders within folders
Create other folders within folders. Example- The main folder is content marketing and you have subfolders within this folder like Blog, graphic, SEO and so on. The only goal is to have a simple filing system. You should always try to use a descriptive file system.
5. Be specific
Give your file name a logical, specific names and include dates in file names. The primary goal while naming the files should be to be able to understand and open it whenever needed. If a document is a letter to the customer reminding that the payment is overdue write it as “overdue_20180115” rather than writing “letter.” A letter is not such a descriptive example.
You may have to share files via email or portable devices, during this process you may want to include more specific information. Example- Your document is stored in My Documents/Invoices/2017/Customers/ John_2220000.doc, and you share it as John_2220000 the recipient will not be able to understand what exactly are you trying to say.
6. File as you go
File your document as soon as you create it. Get habituated of using the “Save As” dialogue box for filling in your documents. Give a simple name to the doc and put it in the right place.
7. Order your files for your convenience
Folders or files that are used on a regular basis should be renamed. Rename the folders using letters like AA.
8. Kill your files regularly
You may have files like invoices which are of no use in the future. You cannot delete files that you are sure they are of business needs. If you do so, you may end up with a business loss. For business files, you can create a folder called “Old” or “Inactive” files and move the files in these folders.
9. Back up your files regularly
Set up a regular back up regimen. It is essential to have a copy of all your files and folders into a different drive or on a tape.
Manage all your electronic documents in an organized and easy to search method. You are a growing organization, where you will generally end some files and folders. If you don’t organize them prudently, you will face chaos and time-consuming file search procedures. A proper document management system should include all aspects of storage, retrieval, backups and security.