File management isn’t given the attention it deserves by businesses, whether small companies or large enterprise organizations. Most don’t even question their entrenched file management practices, paying little mind to the inefficiencies inherent in physical filing cabinets or disorganized shared drives. But, consider the following:
Ditch the Paper
Chances are, you have a large collection of paper files that can easily be converted to electronic files. The advantages of converting these files are numerous: space saving, risk mitigation, increased mobility, better security, and so on. Not to mention, adopting an electronic file management system can significantly reduce your environmental impact.
Implement Filing Guidelines for Employees
While electronic documents are generally easier to manage than their paper counterparts, there is still room for human error and document mismanagement. Be sure to implement guidelines that help employees understand the required processes for document filing and storage. If you can formulate a list of filing best practices that suit the needs of your organization, many commonly made errors will be eliminated (or at least reduced).
Encourage Employees to File As They Go
To reiterate, many file management issues stem from illogical and inconsistent filing processes. One of the most salient – and easily fixed – is failure to file properly as documents are created or received. Encourage employees to file accurately from the start, based on the filing guidelines you have created. Ensuring that the right file is in the right place from the beginning will help reduce the time it takes to search for certain documents.
Centralize
Centralize all of your files, regardless of format, in a single, easy to use system. While this method of storage has the potential to get confusing and disorganized – like a shared drive, for example – a document management system can provide an intuitive, easy-to-use system that can facilitate large volumes of documents and centralize business-critical files together in one place. Additionally, such file management systems improve file management and capture, and allows for easy file access anytime, anywhere, and from every device. Finally, these systems can even automate many common business processes that are susceptible to human error, improving file management accuracy and efficiency.
Considering how important an effective file management system can be to the bottom line, taking simple steps that can make a significant business is just prudent business. It’s not simply a matter of file management either – the effects of a strong system extend to other business processes and operations, serving to improve seemingly unrelated areas.
Being aware of the costs associated with sloppy file management practices tends to prompt a reevaluation of current processes. Luckily, to improve your file management system, you don’t need to reinvent the wheel. Here are 4 small changes you can make that can really impact your file management.Chances are, you have a large collection of paper files that can easily be converted to electronic files. The advantages of converting these files are numerous: space saving, risk mitigation, increased mobility, better security, and so on. Not to mention, adopting an electronic file management system can significantly reduce your environmental impact.