Organize and Conquer Your Filing Systems
Do Your Electronic Filing Systems Have You Feeling Out of Control?
The fast-paced world of corporate can be overwhelming and chaotic, but having an organized filing system can make all the difference. Disorganization can lead to missed deadlines or lost documents, which can ultimately hurt your work performance. Here, we’ll cover the basics of filing systems and give you tips on how to develop a system that works for you.
Types of Electronic Filing Systems
Gone are the days when we relied heavily on paper files and a physical filing system. Paper filing systems are quickly being replaced by document management software and systems that streamline your office filing systems, making digital files easy to find and easy to file.
When it comes to electronic files and filing systems, there are three primary types:
Traditional filling systems of file folders on a network drive
Installing an On-Premise Software Program on your device, like OpenText or Document Locator
Cloud-Based Platforms like SharePoint.
The traditional electronic system of using file folders on a network drive is commonly used by smaller businesses that aren't familiar with document control best practices yet.
However, Cloud-Based solutions are becoming increasingly popular for those dealing with high volumes of digital files due to their many benefits, including:
Their capacity to handle vast amounts of data without becoming overwhelming
Being accessible from multiple devices, making it easier to collaborate with team members
Automatic backups and secure storage for important information
How to Develop an Electronic Filing System
A disorganized file system can become a cluttered mess if it’s not managed correctly, much like a junk drawer in your home. However, an effective folder structure can significantly boost productivity by making file retrieval quick and efficient.
When developing your new structure, consider a supermarket. All items are organized logically within sections and aisles, ensuring that customers can quickly locate what they need without too much difficulty. When you enter a supermarket, it’s likely you know exactly where to go to find what you’re looking for without any hesitation. The same principle applies to your folder structures.
Here are the 6 primary stages you'll undergo when developing a filing system:
Determine which documents to control
Determine where your controlled documents will be stored
Categorize Documents into Common Types
Design a Folder Structure Template
The Art of Sorting and Naming Folders
Document and communicate your filing system requirements
Let’s break these stages down a bit further, shall we?
1 - Determine which documents should be controlled
A good place to start is by defining your controlled documents. What is a Controlled Document? Controlled documents are used to make decisions, provide current and accurate information, and pertain to a business's legality, quality, safety, or operations.
This is why they require Controlled Revision Tracking and Version Control to ensure you're always confident that the file you’re looking at is the latest and greatest.
Examples of controlled documents include:
Quality Control Records
Studies
Engineering Drawings
Policies
Procedures
2 - Determine where your controlled documents will be stored
Now that you know what documents you’re controlling, it’s time to choose a secure spot to store and manage your digital files.
This could include saving your files in folder structures on network drives, installing local On-Premise Software on your computers such as OpenText or Document Locator, or filing them in an online, Cloud-Based Platform like SharePoint. Each method has benefits and drawbacks, and ultimately, the solution hinges on your budget, quantity of files, and technical ability.
Ultimately, the best digital filing system allows you to:
Organize documents by topic or project
Securely share and collaborate on documents in electronic format
Track and separate multiple versions of the same document
Access documents remotely
Control user access permissions
Find content efficiently
3 - Categorize Documents into Common Types
Grouping similar document types into categories is a great way for users to quickly find what they’re looking for once they’re in your new filing system. Groupings should be intuitive and practical and use terms that are commonly understood throughout your organization. They should be brief but still accurately describe their grouping. Categorization is not a one-size-fits-all solution; it should be customized according to the specific needs and workflow of your organization and department if you're creating multiple structures for various user groups.
Some examples of common Document Types include Procedures, Test Plans, Inspection Reports, and Electronic Records. These groupings can be used as folder names, document titles, and metadata to describe your data consistently.
For example, "Procedures" could be one category that includes all documents outlining operational protocols. "Test Plans" could encompass all plans used for quality assurance and testing processes, while "Inspection Reports" could include all records of inspections performed within your organization.
Remember, the ultimate goal of categorizing documents is to make the filing system more user-friendly. By doing so, you can increase productivity, reduce retrieval time, and improve overall workflow in your organization. Furthermore, this step sets the foundation for effective document control, ensuring each document type is handled appropriately according to its classification.
4 - Design a Folder Structure Template
When devising a folder structure template, the key is to create a system that mirrors your team's workflows and aligns with the way your users prefer to navigate through folders. This user-centric design will facilitate intuitive file searching and retrieval, enhancing overall productivity.
The blueprint of your computerized filing system should be based on broad categories forming its uppermost level. These categories could encompass diverse areas like distinct business units, internal departments, ongoing projects, clients, or geographical locations, depending on your organization's specific needs.
Folders nested beneath this top tier are designed to function as filters and groupings for associated documentation. The goal here is to streamline the process of locating files. For instance, under the broad category of "Projects," you might have subfolders named after individual projects. Inside each project subfolder, you could have additional folders like "Budget Reports", "Meeting Minutes", and "Project Proposals" to further classify the documents.
By logically grouping related documents, users can swiftly locate the required information without having to sift through irrelevant files. This smart folder structure template not only saves time but also enhances the efficiency of your team's document-handling process.
5 - The Art of Sorting and Naming Folders
Sorting and naming folders in your digital filing system is an art that requires careful consideration and a knack for detail. This seemingly straightforward task can dramatically impact the efficiency and user-friendliness of your filing system, so it's worth investing some thought into it.
There are three primary sorting methods you can utilize: alphabetical, numerical, or chronological. The choice between these depends on the nature of your folders and what makes the most sense for your team.
Alphabetical sorting, for instance, is ideal when you have a broad range of categories or topics. This method is intuitive and straightforward, making it easy for users to locate the desired folder.
Numerical sorting is handy when dealing with a series of steps, processes, or any other elements that follow a specific order. This method allows for a logical progression through folders, which can be particularly beneficial for workflows that follow a sequential order.
Chronological sorting is especially useful when your work revolves around dates and times, such as projects with strict timelines or folders containing dated materials like monthly reports or annual audits. This method makes it easy to track progress over time and keep up with time-sensitive work.
When it comes to naming your folders, keep it simple, clear, and descriptive. Your folder names should accurately reflect the contents within them, making it easy for users to identify and retrieve the documents they need.
Avoid using jargon or abbreviations that might not be universally understood by your team. Consistency is also key; stick to a naming convention once it's established to avoid confusion.
6 - Document and Communicate the Filing System's Requirements
After designing, testing, and fine-tuning your filing system, it's time to take a crucial step that, although often overlooked, is vital for the successful adoption and implementation of your filing system - documenting and communicating its requirements to your team.
Creating a Standard Operating Procedure (SOP) for your filing system serves as a comprehensive guide that outlines its structure, management, and use. This SOP should include the system's requirements, best practices, and a list of "do-nots" to aid in understanding and compliance. The SOP acts as a go-to resource for your team, providing them with the necessary knowledge and tools to use and maintain the filing system efficiently.
Communicating these requirements is equally important. After all, a filing system is only as good as the people using it! Plan and conduct training sessions to familiarize your team with the new filing system. This should include practical demonstrations and hands-on practice to ensure everyone understands and can effectively navigate through the filing system. Additionally, provide opportunities for your team to ask questions and clarify any doubts they may have.
As your business evolves, so too will your filing system. Keep your Filing System SOP updated to reflect these changes and communicate them promptly to your team. By investing in education and communication, you're not just implementing a filing system; you are fostering a culture of organization and efficiency that can greatly benefit your organization in the long run.
Need to formalize your requirements but don’t know where to start?
Check out our Template Shop for fully customizable SOP Word Templates!
Maintaining Your Filing System
A well-planned filing system may be a game-changer, but success doesn't come once you've devised and implemented the filing system plan.
No system is perfect, and it's essential to remember that filing systems should be reviewed regularly to guarantee their continued relevance and effectiveness. If you find that users aren't using it as intended, or files are still being saved to incorrect locations or outside of the dedicated filing system, then that's a good indication that improvements (or user training) are needed.
By continuously observing your filing system usage, change requests, and feedback, you can ensure that your filing and folder structures always remain effective.
Summary
Filing systems are crucial to keeping a company organized and running smoothly. By understanding and implementing a proper filing system, you can save time and increase productivity. The key to success is to have a clear understanding of the documents you handle, choose a filing system that suits your needs, maintain a consistent routine, and regularly dispose of redundant files.
Don't worry if the thought of building the perfect file organization system feels a bit daunting; it's true that no system is without its glitches. But remember, consistency is your secret weapon, so stick with it.
Develop a routine of using your new structure every time you save a file and resist the urge to dump files on your desktop or within a personal drive, promising to 'deal with them later.' Because let's face it, 'later' often turns into 'never' and leaves you with a disorganized system that is bound to fail.
What is Document Control?
Document Control is a critical component of Information Management that focuses on the creation, modification, review, issuance, distribution, and accessibility of controlled documents - all of which are essential building blocks for any productive document control system.
Document Control Training
If that definition sounded a bit foreign to you, then my signature Document Control Mastery (DCM) Program might be for you!
I've developed a unique framework that organizes those essential building blocks into strategic pillars that are built on top of an unbreakable foundation. My DCM program provides you with that foundation, which will become the cornerstone of your success.
If file management is your greatest source of frustration, DCM will show you exactly how to create effective filing systems that are consistently used and easy to understand so you can intuitively find the documents you're looking for, time and time again.
What else will Document Control Mastery help you achieve?
This online document control training will help you:
Put an end to document chaos and hard-to-find files
Standardize your naming and filing systems
Create SOPs for common tasks
Trust the accuracy of your documents through version control
Become a document control subject matter expert
Speak intelligently about DC and spread its awareness
All so you can turn theory into action and take control of your career.
Check out our DCM Course today and learn how to create consistent, standardized processes that are eagerly adopted by your entire organization!
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