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By: JoEllen Barton, SecurShred. April 2013

Welcome to the digital age where you no longer need row after row of filing cabinets, have piles of file folders, and a person dedicated to taming and organizing all that paper documentation on a daily basis.

As more and more organization start turning to electronic files we need to start changing the way we organize and manage this data. The age of “Secretary” has evolved over the years to an Office Coordinator to now a Data Manager.

Times are changing and so is the way we should be looking at how our files are structured. The stronger the structure the easier it is to find what you are looking for. Easier = faster, faster = less time, less time = $$ saved. Money saved can be measured in many ways, not just the time it takes an employee to retrieve a file, but also should your system go down, the time it takes for your administrator to re-establish your data.
When creating an Electronic File System (EFS) there are several things to consider. It is best to map out your structure on paper, whiteboard, or by using a mapping program. This will enable you to create a structure, see it’s layout in entirety, and make changes to parent and child hierarchy. By mapping out your system you will get a clearer concept of how things will be nested together, formatted and see where content will live, etc. It is better to make your edits/changes here than once you have started creating your file system. By mapping everything out it enables you to see if your naming convention flows and is easy to understand and follow.

 

1. Identify Content

Make sure when you are creating a folder system that you name your folders logically. When drafting names or assessing existing file names keep these points in mind:

• Folder, sub-folder and document titles should clearly identify content.
• Titles should be short enough to prevent technical problems (Titles that are too long can be rejected by backup systems. Ask your organizations IT Administrator if there is a maximum character length).
• Acronyms are great and can be powerful retrieval aids, however make sure you base them on documented standards.
• Do not use acronyms that members or intended users will not understand or know.
• A numerical system should be in place. Number your files instead of using an alphabetical order system. Numbers can be prioritized easier than alphabetical characters.
• Arrange folders by business processes and subjects.
• Use a naming convention that will allow search engines to effectively assist in locating the folder you are searching for.

 

2. How to Use and Maintain

The best file structure in the world will falter unless maintained properly and on a regular basis. By assessing your structuring practices, you will ensure the long-term viability of your electronic file management system. Keep these tips in mind when creating a maintenance policies and procedures manual;

• Make sure all staff are properly trained and/or given proper guidelines on how to use the electronic file folder structure.
• Set user limitations. Limit who can create, move, revise or delete folders, sub-folders and documents on the system. Too many people making changes can create a rat’s nest of unorganized files.
• Regularly review folder content and purge any duplicates and any unnecessary material.
• Periodically go through and update any folder titles to reflect changes in terminology and/or organizational names.
• Develop an index/site map. This will help with search engine search ability.

3. What Next?

Check out Record Management (RM) software and see which ones would be a good fit for your organization and file structure.

4. Other Options

Though organizations usually find it less expensive in the long run to preform things in-house, this is simply not the case when it comes to Electronic Document Conversion and creating an Electronic File System. Document conversion to electronic files can be quite costly when you add up the equipment cost, training and software implementation, manpower, and creation of a logical file system. This is one of those areas were you need to know how the process works so you can best hire an outside firm accordingly and be able to manage the system once it is established. To save time and money in the short-term and long-term it is best handled by experienced professionals that do this on a daily basis. Through working with many different organizations electronic conversion companies can assess, create, and establish an efficient and viable file management system. If unsure about if a system will work for you, ask for a demonstration using your own files. This gives you the ability to “test drive” the product, make any changes you need to and see if this will work for your organization.

SecurShred has an experienced Scanning Bureau that can create the perfect filing system for your organization. They are dedicated to providing a full cycle Electronic Document Management (EDM) solution for your business. From planning and preparation of the digital transition of your records to implementing a private online document repository for your records. Once your transition is complete we can then securely destroy and recycle the un-necessary paper files saving you space storing them.

The Benefits of Electronic Document Management are Measurable

• Protect your most important business assets, your information. A lost or damaged record can translate into lost revenue.
• Simplify Disaster Recovery. Protect your data physically and electronically with controlled access and 24/7 system monitoring.
• Enhance client record security. Implement information policies with multiple layers of security. Gain audit confidence with documented evidence of security control, audit trails, user activity and document or record history.
• No waste of valuable office space to house filing cabinets.
• Achieve compliance with industry regulations.
• Improve process efficiency. Retrieve a record and answer your clients’ questions on the spot.
• Free up your IT department from management of growing amounts of data with scalable and maintenance-free storage.
• Convert capital expenditures into tax deductible operating expenses.

 

Contact SecurShred today for your free Demonstration and Quote.

www.securshred.com | [email protected] | 877-863-3003