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Imagine the need to retrieve a file that was sent to you from another customer, but having no good luck in finding that on your computer. 2 weeks . nightmare circumstance that can bring about frustration, delay and even missed deadlines. This is why proper record management is really so crucial for businesses of any size.
The good news is that you will find proven techniques for avoiding the pitfalls of disorganized document storage and improving general productivity. Here are a few surefire ways for getting you started out.
Use a Document Management System
Set up files in to folders and subfolders within a hierarchical file format. The top-level folder can be a general category (for case, documents), plus the files should certainly then be organized into specific files for each job or perhaps user. This kind of keeps all together, minimizes confusion and published here helps prevent a “tribal knowledge” approach in which multiple users have their own variant of the same data file.
Standardize Folder and Record Naming
However, best file system is going to fail in the event that everyone uses random, cryptic names for files. Establish a pair of rules to follow, such as like the date in the file term, to ensure consistency and make the data easy to find.
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