In our last post we talked about using consistent file names to make it easier to sort and access your files, now we go one step further in exploring document management from a slightly higher vantage point.
Whether you're a solopreneur or part of a global enterprise, keeping the information you need at your fingertips is critical to success. Your organization may have policies in place that state you must store your data on a specific server or location on your hard drive, but have you received any direction on how to organize files within that sphere? Many of us are also required to share our files amongst team members – but how is this information filed?
In my opinion, a document management policy that covers how and where to store completed, active and future projects is an integral part of best practices. I expect larger organizations have a document management policy in place that keeps completed projects separate from active files. My experience has revealed that this is often through separate "slices" of one or more file servers that are allocated accordingly. If you’re unsure about your organizations file/document management policies, be sure to check with “the powers that be.”
For today’s edition, our focus is the corporate or administrative aspect of your business or position. Here are some of my favourite tips to remember when sorting or to easily access your documents:
Now, if you're a solopreneur, I recommend starting with at least four project based folders using Documents or My Documents (depending on your operating system) as the sole location for these files and folders. This presumes you're not using a file server, and my suggested file names include:
Now that you understand your organization's document management policies, or you're in the process of creating one, it's also very important to sort and cull your documents on a regular basis. Sorting and culling your files includes moving folders/files from current to completed when appropriate, future to current, proposals to future, and so on. Please remember, by culling, I do not mean delete! Depending on your industry, you are required by law to keep certain documents on file for a specific period of time. The number most people bandy about is seven years; however, it is your responsibility to ascertain what the legislated requirement is for your company/industry.
To explore the deep, dark mysteries of file management further, here are a few links you may find useful:
Tagging Mac Files: http://macmost.com/tagging-files-with-spotlight-comments.html
Tagging Windows Files (Vista & 7): http://lifehacker.com/232891/tag-files-and-save-searches-in-windows-vista
In our next blog we will explore the importance of removing sensitive information from our files before passing them along to others via email, Sharepoint, Dropbox or some other file sharing vehicle.
Survey says: "Sitting through software training is painful".
Knowing how to use MS Office and knowing how to train people to use it are two different things. Download this Special Report and discover how to choose a trainer that leaves your employees feeling useful.
Enter your email to get updates from us. You can unsubscribe at any time.
Chippewas of Rama First Nation
The majority of my computer training focused on Publisher. I have received positive comments and feedback from several of my colleagues on the changes between my first attempt and current expertise creating the monthly internal newsletter for my department. They enjoy the updated format and the way in which the information is presented.
Deborah assisted me through a learning curve, as I had not previously had any exposure to this program prior to joining Rama. She also provided me with a refresher course on PowerPoint and Excel. Deborah is a patient teacher and tailored the training to suit my job requirements.