The views of this article are the perspective of the author and may not be reflective of Confessions of the Professions.
If you are running a business, you are probably aware of the struggles one can undergo when managing work paper files. Finding a file document from a disorganized desk or file cabinets can be frustrating and time-consuming. While this happens most on paper files, digital files aren’t spared. If you don’t have a proper filing system to save digital files, then you will definitely find it hard to access the files when you need them. Note that taking your time to keep your files organized improves workplace efficiency and productivity. Below are ways you can consider in order to keep your digital business files organized.
Create a Single Folder for All Documents
The first thing you should consider doing is creating a single folder that will house all your digital files. The good thing is PCs do come with preinstalled ‘My Document’ folders to serve as a master folder for files. If you find the preinstalled folder inconvenient, you can always create your own folder and use it as a default digital filing cabinet. Note that the master file cabinet will only serve as the overall umbrella and contain several other subfolders. This will make it easy to access and locate documents as per the subfolders.
Create Subfolders in a Logical Manner
Once the master folder is in place, you now need to focus on creating subfolders to bring a simple, clear, and logical structure. These subfolders will be designated for each file type. On that note, keep the file names simple and in a way that works best for you. You don’t want to use abbreviations that you will forget their meaning in the future. Instead, you can use short abbreviations or acronyms that are easily memorable to you.
Include Dates, Prefixes, or Suffix Where Applicable
In some situations, you will be looking for files that were stored or done within a specific timeline. As such, it can be easier to locate such files by using the dates on which they were saved. Also, adding a small prefix or suffice will make the search process easier. For example, if you made procurement on 20th July, then the related documents can be stored as ‘Proc 20/07/2021.’
Use Electronic Form Software.
As the world migrates digital, the paper filing system may as well be on its way out. Most businesses are switching to e-form software because of their convenience. On many occasions, this software has proven to be efficient in storing digital files and accessing them for use. The e-forms are programmed to be much smarter and faster in digital file storage and access. Plus, they reduce the risk of file loss, interference, or unauthorized access.
Proper management of digital files enables your business organization to increase its efficiency and productivity. Whether you run a small or established corporation, you should take extra steps to ensure your files are organized at all times. Practicing the above-mentioned tips will save you time and spare you from headaches that come with disorganized filling.