Imagine the need to retrieve data that was sent to you from an external customer, yet having no fortune in finding that on your computer. It’s a nightmare scenario that can lead to frustration, delay and even missed deadlines. Its for these reasons proper record management is really crucial for your business of any size.

The good news is that there are proven options for avoiding the pitfalls of disorganized data file storage and improving general productivity. Below are a few surefire techniques for finding you started out.

Use a Data file Management System

Coordinate files into folders and subfolders in a hierarchical data format. The top-level folder can be a general category (for case in point, documents), as well as the files should then become organized in to specific directories for each task or user. This keeps the whole thing together, decreases confusion and prevents a “tribal knowledge” approach in which multiple users have their own variant of the same data file.

Standardize Folder and Record Naming

Your best file system will fail in the event that everyone uses random, cryptic names for data. Establish a pair of rules to follow, such as like the date inside the file identity, to ensure consistency and make the data easy to find.

Distinct Ongoing Do the job from Completed Work

Recommended Posts