How to Improve File Management: The Complete Guide for Businesses
Did you know that more than half of all employees reported they spend more time looking for files than they do working on them? If this includes your team, then you need to improve file management immediately.
Don’t worry if you’re not sure how to get started or get your team on board because we’ve got you covered. Keep reading to learn everything you need to know about file management.
Why You Need a File Management Strategy
You’ve heard that you need to better manage your files. But how can you get your team on board and convince everyone that a new system is just what they need? The fact is that collaboration and customization are indispensable in today’s work environment, and without a working filing system, you’ll have a hard time with each.
Some of the benefits you’ll see from a better filing strategy include:
- Centralizes all your documents in one place
- Cuts down on emails and questions
- Gives control and autonomy to information retrieval
- Keeps your information secure
As you can see, it’s vitally important that your company has a streamlined and organized file management system. From easily accessing information to data safety, file management provides your team with the tools they need to organize their data.
Steps to Improve File Management
Now that you know why you need a better filing system, how can you set one up? Let’s dive into our four simple steps to improving your file management.
Designate a File Management Team
Before you begin you must determine who your main stakeholders are. Who will be using your files every day? Then determine who creates the files, who need to access them, along with when and from where.
Now that you have this foundational information you’re ready to get started. If the majority of your files need to be accessed by remote team members then you’ll need to look for a cloud-based solution. And if your team creates files that need client approval then you’ll need both a forward and rear-facing file access.
Have a System for Creating Names for Files
A focus on organization is key to tackling any large project such as improving your files. And one of the best ways to keep your files organized is to create a system that streamlines how you name each file.
So, the second step in our system is to establish a naming system from the start. Choose something that makes sense to all stakeholders and is easily searchable. When you’re years down the road with hundreds of files, you’ll need to quickly search through your files and a customized and uniform naming system gives you that.
Try Managing Files Online
As mentioned, if you have remote employees or need to share files with clients then you’ll want to consider a cloud-based option. There are countless different options available, the key is to choose one that everyone on your team can access. Additionally, you’ll want to create an onboarding program that teaches everyone how to best create, retrieve, and search for files.
Identify Common Cyber Threats
Finally, you’ll need to consider cyberattacks when you create your filing system. You’ll want to ensure the proper steps are taken so that everyone on your team and your clients can rest easy knowing their information is secure from cyber thieves.
There are many different ways to accomplish this. For example, when you want the ease of reading an HTML but the security of using a PDF then you should use a program such as the C# PDF Library. Take the time to consider how you can secure your information in your new filing management system.
Upgrade Your Files Today
As you can see it’s vital to improve file management in today’s work environment. You’ll need the ease of access that comes from having all your data in one centralized location. And you’ll avoid timely delays that come from siloed and inefficient filing systems of the past.
Take the time to upgrade your filing system today. For more great information on this and other topics, check out the rest of our blog.
