If you think about it, your business is just a concept; it is only a name, an intangible entity. But there are things that make it concrete: your products, the people working on them and the customers. Among all these things, files and documents are perhaps the most overlooked.
Managing and archiving organisational documents is important, knowing that these files materialise the identity of your business. While this administrative work can be expensive and time-bound, it is one of the best investments that you will ever make.
Here’s a rundown of the basics of document management:
Create a Template
The first thing you need to do is to come up with a naming convention and uniform label. Doing this will standardise all the documents. This, in turn, will make it easier for you to track and store all the files. If you have a brand bible, make sure to include the use of the company logo, typography and formatting in the guidelines.
Storing the Documents
There are two ways to store the document. Physical storage should be a priority to immediately access to the documents should the need arise. Create a hierarchy to find the file more easily. The second way of storing files is through digital. This method encompasses computer folders and Cloud. For sensitive documents, such as insurance policies and the like, you may use insurance software solutions, VersiTrax suggests.
Securing the Files
Keep the files secure by giving access to authorised people only. For network folders, you can set a password to avoid data theft. For big storage facilities, you may hire security personnel to take care of the files.
These are only some of the things you need to keep in mind when it comes to managing and storing files. If you are managing a business that houses a wealth of information, you may work with a professional who specialises in archiving.