File Management Best Practices for SMBs
Better-organized files make it easier to locate critical information. Here are some best practices:
1. Store data in one place
Keep all of your important documents in a single, easily accessible folder with subfolders underneath.Create a single master location for all your files and organize them within it.
Keep all of your important documents in a single, easily accessible folder with subfolders underneath.Create a single master location for all your files and organize them within it.
2. Organize your files
Make sure the date is accurate and legible by underlining it, adding it to a paper document, or putting it in the file’s title if it’s a digital file. Then, you can arrange your documents in the order of time.
Make sure the date is accurate and legible by underlining it, adding it to a paper document, or putting it in the file’s title if it’s a digital file. Then, you can arrange your documents in the order of time.
3. Keep your storage system simple
If you find yourself in a position where a single file could benefit from multiple categories, make a shortcut instead of duplicating the file. Doing so will prevent having several copies of the same file.
If you find yourself in a position where a single file could benefit from multiple categories, make a shortcut instead of duplicating the file. Doing so will prevent having several copies of the same file.
4. Enforce secure IT
Use your document management software to implement role-based security access to ensure only authorized personnel can access confidential data.
Use your document management software to implement role-based security access to ensure only authorized personnel can access confidential data.
5. Plan for retention
A solid retention plan will help you set guidelines for the archiving, editing, and deletion of files up until a specified maturity date.
A solid retention plan will help you set guidelines for the archiving, editing, and deletion of files up until a specified maturity date.
