Have you ever stopped to consider how much time you spend looking for a particular document? Could your file-managing habits be one of the reasons you are not productive? Do you think your filing habit needs improvements?
If you work on a computer every other day, it is very easy to drown in a pool of digital formats. You create presentations, write essays, analyse spreadsheets and edit images and at one point all these gets stored and saved. This goes a long way to prove that document management is behind almost everything we do electronically. We have an understanding that document management can be one of the most tedious and time-consuming tasks of an individual life so we have put together a guide on some basics to keep in mind that can help you improve any digital documentation routine.
1. Organise Email Attachments and Documents
Organising email attachment is a great place to start. Your email is a powerful tool which is unintentionally used as a document management tool. You use your email to send and receive emails on a daily basis all of which is easily but digging them up on the other hand isn’t. For a situation like this, it is best you download your attachment in bulk with a tool. Doing so can help you transfer and organise file attachments into your document system smoothly. With this, you can extract and download email attachment from all your emailing platforms, filter the files types and specify download location and other specifics.
2. Integrate Cloud Storage Into Your Routine: The Web has grown into a cloud computing platform that makes everything accessible online. Yet this approach can create more stress than they are worth if you don’t plan how you will be using them. Upload files wisely by integrating them with your working habits. Here are a few methods to consider:
· For mobile work, automate your apps to upload files from your device straight to the cloud.
· Use dedicated services for different formats of documents.
· Create a designated cloud folder to download things you won’t need permanently. It will keep your local folders free from junks.
3. Create A Nested Folder System:
A structured system is reflective of how you remember information. It can literally point you in the right direction with every level you click through. All you need to do is make sure that your folders have a logical hierarchy. Start off with the main folder and then create subfolders to filter out files. The major thing is to remember to label folders according to your work process.
4. Use A Standard Naming Convention:
Use a consistent and logical naming process. Make sure your files include things like date, document status, names, and other details that can pinpoint and categorise the file’s contents. File names should be scannable, naturally ordered and highly descriptive. Remember to decide on the formats you would use for the d i.e. DD-MM-YY or first names.
5. Separate Your Files By Format:
Sometimes file names won’t come to mind easily as the format will. If this is the case with you, you might want to organise your files by format. If you use this method along with nested folders, it can be a faster way to find a file. You don’t have to resort through a folder full of different file formats.
6. Archive and Delete Files Regularly:
The worst part of creating documents is the fact that they can quickly get outdated or obsolete especially with files created with ad hoc. Set up a time frame to delete files regularly to keep them from piling up.
With the way file management and creation is constantly evolving, knowing just a few of your habits can go a long way in creating a document management system that works for you.
No comments:
Post a Comment