How much time do you need to spend looking for a single document? Do your file-managing habits need some improvements? If you’re working on a computer every day, it can be easy to drown in a pool of digital files and formats. Document management is an important aspect that we do electronically. So if you’re having a hard time, we’ve put together a quick guide on some basic file management strategies that you can use to improve your document management Western Australia.
Organise Your Email Attachments and Documents
This one is a great place to start your management venture. Your email happens to be a document management tool, as well. If you continuously find yourself sending emails with attachments of various documents, organise them accordingly by labelling them and making a draft ahead of time. That way, you won’t get confused as to which email needs which document.
Integrate Cloud Storage
Cloud storage is another avenue for you to store your important documents online. However, without proper planning, you will still have a hard time locating files. The best way is to organise them accordingly to file type. Create a folder on your cloud and label them according to what files and other items that are inside. That way, looking for specific data to download will be a piece of cake.
Use a Standard Naming Convention
If you want to locate files quickly, use a consistent and logical file naming convention. File names should include things like dates, document status, titles, and other details that can help you pinpoint and categorise the file’s contents. Make sure your filename is easily scannable, highly descriptive, and naturally ordered.
Separate Files According to Format
Another way to make your document management Western Australia more seamless is by separating your files by format. When you have a folder dedicated to a single file format, it makes it easier to look for specific files. Using this method, along with creating a nest of folders, can be a faster and more efficient way to locate a file. You don’t have to sort or sift through a folder that’s full of different file formats.
When it comes to document management, whether it’s manual or digital, there are many strategies that you can use to make sure that you won’t spend hours trying to find a single document. By incorporating these tips, you can ensure seamless file management, without the headaches. For more tips just like this, visit our website today.