When you decide to organize important documents, you can adopt several approaches. Going the modern route will usually deliver the best results. Digital document storage and organization reduces clutter, improves access and results in enhanced security. To organize important documents digitally however, you’ll need to follow a couple of important steps.
Choose a Good Document Management System
Investing in a digital document management system is a good idea, regardless of the volume or the specific of the files.
Even if you have old, paper-based documents, these can easily be scanned and entered in the document management system. The software can then be used to provide intelligent organization based on criteria of importance; remove duplicates; and track document revisions. It can also be used to provide cloud-based access and provide a platform for effective indexing that will facilitate effective searches.
The features of the best system are entirely configurable and can be set up to support organizational and individual preferences and needs. There are many scalable types of software out there, giving you the ability to start small while organizing important documents in the best way possible.
Make Sure Everything’s Backed Up
Once you’ve put a database together, you’ll have to back everything up. Most digital document management systems have an automatic backup function. Still, you may want to create additional copies for the sake of preserving sensitive information and the most important files.
You may also want to create a backup prior to getting started with the deletion and the upgrading of files. If something goes wrong during the process, you’ll have peace of mind that all your information is archived securely.
Choose Most Practical File Structure
If you want to organize important documents effectively, you’ll have to come up with your own classification system. There isn’t a file structure that all people will find effective. What works for one person may not necessarily be the best option for somebody else.
The categories and the top-level folders will give structure to the entire archive while providing critical filtering criteria and access control. This is why you’ll need to dedicate some time and effort to coming up with the structure. Make sure folder categories are descriptive enough but don’t create too many of those. Otherwise, you risk getting lost in the archive every single time.
Chances are that even after you’re done, there will still be some free-floating files. Make sure at least one folder is dedicated to the digital documents you can’t place anywhere else. Otherwise, you’ll be left with a lot of unclassified information that will be difficult to go through in the future.
The Importance of Maintenance
Re-organizing your digital documents every now and then is imperative. A good document management system will handle a large part of the process for you. Still, you’ll have to get involved occasionally and sort through the information.
Make sure you back up all your files prior to getting started with the archive reorganization. Once you complete the step, you can get started with the maintenance of your digital file cabinet. If necessary, create new categories and place some of the existing documents in those. As your database grows over the years, its structure will likely need to be modified.
To organize important documents, you’ll need time, reliable hardware and functional software. Start with the purchase of the necessary technology. The acquisition of the right document management system will simplify the task and help you eliminate the clutter. Contact CASNET today to learn about document management solutions and how they can benefit your organization.