Digitizing your files is one way to save on cost and streamline your document management. However, in order for this system to work, you need to do it right. You just don’t scan your physical documents, save it, and leave it just like that.
Experts in document management in Dubai provided a list of tips to help businesses manage their paperwork and documents:
- Get rid of old files
The first thing that you need to do when you want to organize your digital files is to delete all files that are not needed. Although some of your documents and digital files do not take up too much space in your system, it can still create confusion, especially when you are looking for a specific file. It would be best to get rid of them to manage less documents and free some space on your drive.
- Create a filing system
Even digital files need a filing system. Like your physical documents, you need to create an appropriate labeling system that would make it easier for you to sort out documents and find specific file in just one click. Consider how you are going to name your files and folders and what arrangement would suit you.
- Organize in folders
Organizing your folders is not just about doing it alphabetically. Business documents experts say that it would be best to organize your folders in accordance to priority. If there is a specific folder that you usually open, put this folder in your desktop or a place where you can easily spot it. It is also important that you name your folders accordingly. Be sure not to use confusing names and pick a folder name that is very easy to remember.
- Store in cloud
The digital storage space in your laptop is limited. If you have an influx of files coming at a regular basis, it would be best to save them in cloud storage. With a cloud storage, you can store thousands of files, create a system and check and download a file, whenever and wherever. Just be sure to pick a cloud storage that has a solid security system.
- Pick the appropriate format
There are a number of file format for different types of documents and files. Be sure to pick a single file format for each type of document. You need to consider the accessibility of the format and the capacity to be opened in any devices.
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