electronic file management best practices
Foods are organized into sections like produce, dairy, packaged foods, etc. Group by date. When you’re working on a big project, it’s too easy to create a folder with a 1 or _ in front so that it “floats” to the top of your folder list. Now imagine that there are no sections, no aisles, and no organization. 0
View all our service areas across Ontario, http://records.archives.govt.nz/resources-and-guides/guide-to-best-practice-in-physical-storage/, http://www.slideshare.net/kbartow/optimizing-your-physical-files-part-1-slideshare, Document Scanning Services Vs Document Storage Services, For more information on storage best practices see. For example, if you organize your files based on client name, you’ll probably want to use the same file structure over and over again for each client. @ # $ %, etc), Use underscores (file_name) or dashes (file-name) instead of spaces (file name).
h��Vmo�H�+�1U�y�w-UHJJ��E5w9 ��7�d02��}gv!L.��R!���ٝg���h�n��p$$�8(�`#��(T��4`4pi,�;9�X���O�9�Ap���Y�i�D�zV���$*�U �@���k@:f�Z�1���1�EY%�t��di-���v�鱾L괦�˄���/�5ʆCN�Q�CA��P�0T�45�CK����p�uUN��E~4��q�=���E�̦���1���~��2���(鬧��?����E�>*a��ƽ��$���u=4J{(�t�9���k cQ/�-���"�[�����(G-�1hI�Al��/��Y^�κi��V�� ˋL�2� Since 2004 Blue-Pencil has helped over 15,000 organizations in the GTA keep their information secure. EZSolution serves as the parent company to... We deliver IT solutions to small and mid-sized businesses in York, Harrisburg, and Lancaster. We have grown our document security business over the past 10 years, serving more than 6,000 organizations including small and medium-sized companies as well as Fortune 500 businesses. Create template folders that you can copy and paste to keep your structure consistent.
Even if you know the right folder to look in, finding the correct version of a file can be hard. Click here for more customer reviews. 29 0 obj
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Many business activities (think reports or events) are reoccurring, so organizing by … Date or date ran… That way, you avoid the danger of having different versions of the same file. Store and protect your records in highly secure and compliant facilities. Then use the Archive folder to store old materials for reference, like notes, research, scrapped ideas, etc. http://records.archives.govt.nz/resources-and-guides/guide-to-best-practice-in-physical-storage/ Here are a few best practices from Stanford: Once you’ve designed your folder structure, create empty folders as a template so you can keep it consistent. 78 0 obj
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A file name should be clear and understandable to those who will use the files. You need to make sure you’re saving files on a server, network drive or other shared location. Most organizations today have a significant footprint when it comes to the management of electronic files or documents. That’s where subfolders come in. These best practices are in place to help organizations, reap the value of electronic files. ���,|�ryyq��l]���/&u�Փ��[Y��n,��5�O:�"%u6����.���E]Vѿ[��W'7��A�������j�U���l0E7���C�=�˗u�:�L���C�E6#/�:aX^zW�"�l�z7���ب���mM�q+)�-��]��� a����pMSt7�,GX\�,ѧ����5��>?Y%C,��sT�@ʐ���|y5C�������ٷ��˛|ޙ/�y?��u�>Ÿ�F��S��k
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Not only does this reduce frustration, but it also boosts your productivity and efficiency.
Ideally, your folder structure should create a single “home” for each file. This allows us to offer full circle, comprehensive solutions for information security management. Each business is different, so your file structure should reflect how your specific business and employees work. Don’t save everything to your desktop or My Documents and tell yourself “I’ll move it later.” Otherwise, the only thing you’ll end up with is a half-finished organizational system. Organizations typically use a document management system or other software tools to manage their information assets. Use the Default Installation Folders for Program Files. Save on your current storage costs and easily access your information when its needed. But sometimes there’s overlap and it’s hard to figure out where a file should go. ��0�H��ta`�s
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Like the sections and aisles in a grocery store, an effective file and folder structure helps you keep your documents organized, so you’re not constantly wasting time searching for something when you need it. Maintaining Multiple File Cabinets for Your Business. From managed IT services to Office 365 support, we'll improve your efficiency and productivity.
Accelerate your transition to a more digital workplace. Locking all filing cabinets after business hours (and during lunch if no one reliable is present) Backing up electronic documents regularly, preferably off-site to guard against having your business data wiped out by natural disasters; Restricting user access to certain documents, applications, and folders on any shared computers
Other people may not search for a file the way you do, and you don’t want to frustrate everyone else in your company. First, other people in your company won’t be able to access those documents. Of course, you don’t want to go overboard, but most people tend to suffer from too few subfolders, not too many. The trick is figuring out exactly what categories to use that make sense for your business’s size, industry or how it’s organized. Here are a few tips and best practices to help you do this: It’s tempting to just save everything to “My Documents,” but that creates two big problems. So if you save that critical proposal on your hard drive and your computer crashes, you’ll be out of luck. If you’d like to learn more about us and what we can do for you contact us today! For further information on managing physical information see the following sources: Imagine walking into a grocery store. Furthermore, if others are looking for folders alphabetically, they could easily miss a floating folder and duplicate information. endstream
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If you only have a handful of files, you probably don’t need one. There are apples next to the pasta sauce, frozen pizza in front of the cereal, and you’re just trying to buy some bread and milk… chaos! Computers and other … Are you a residential customer? We are very pleased with Blue-Pencil’s service and would highly recommend them in the future. If you find yourself dumping 50+ files in a single folder, you might want to add a subfolder. Keep in mind that a good file structure should work for everyone in your organization, not just you. endstream
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