You're drowning in outdated files. How can you efficiently organize them for better archiving?

Early in my career I took over working for an attorney and the prior person had left multiple redwelds full of paper that had to be sorted and filed. I started with one at a time, separating by client and then putting that in chronological order. Then I moved on to the next one. By the time I was finished, I had organized client files that could be labeled and stored (this was before scanning). Like any project, you have to pick a starting point and plow ahead. And when it comes to daily work, if and when you find yourself getting behind in filing or classification, you absolutely must develop a plan to get back on track and stay up to date with it. Find a new system, engage others who have time to help. Just keep it up!

Start by evaluating your current situation and identifying the types of files you have. Determine which are active, archivable, or disposable. Consider frequency of use and legal/operational requirements. This crucial first step sets the framework for your organizing process, helping you prioritize and streamline your files.

I involved the team members who used these documents on a daily basis. Their feedback was crucial in understanding the actual needs and ensuring that the framework I was setting up met the operational requirements. This also facilitated their adoption of the new practices.

1. Be sure to look for All physical locations that files may have been stored including closets, basement or taken to home offices. My first client was a City government and had used the basement of their bldg for inactive files. These files turned out be very valuable as they contained the historic Record of the days when the City was first founded. These paper Records needed to protected as well put on microfilm or other photographic Record.

Chunk the job. This could be a very lengthy job and seeing a lot of files to tackle will make you feel out of control. Take on a certain amount of files a day to sort. I call this chunking the job to help make the job less overwhelming.

In addition to labeling everything clearly, create a one-page cheat sheet that can be a quick reference if you're out of office unexpectedly or for your successor. This is particularly helpful if you have a large amount of paper files. Remember that not everyone would use the same naming convention or filing system, so you're trying to create a road map as a gift to future users.

With my experience, i have categorizing the file by their type, group, organize them by date and label everything clearly so anyone can understand easily. Along with the scanning the documents at the same time, so even the physical document can't find we can easly find in drive. While giving access , need to premit the folder for related department only.

If you're dealing with physical files, consider digitizing them. Scanning documents and storing them electronically can save space, making it easier to search for and share files. Ensure a reliable backup system to prevent data loss. Digitization also allows for easier disposal of physical copies, provided you follow regulations for document destruction. This process can help you streamline your file management, reduce clutter, and improve organization.

Scanning documents is a must for quick retrieval. Make sure you name them and save them in a way that will be easy for anyone in your office to find, especially if you are not available.

Implementing a Document Management System (DMS) can revolutionize your file management. A DMS efficiently stores, manages, and tracks electronic documents, offering benefits like version control, access permissions, and audit trails. By choosing a system that integrates with your workflow, you'll boost efficiency, reduce errors, and increase productivity. With a DMS, you'll enjoy a more organized, streamlined, and secure file management system, empowering your team to work smarter, not harder.

My experience has taught me that for a DMS to be truly effective, it's not just about archiving, but also about anticipating the end of document life, scheduling regular audits, and involving the entire team in using the same best practices. It's not just about digitizing, but about organizing intelligently.

Un processus qui m'a été utile a été de trier et sélectionner les fichiers en plusieurs catégories en premier lieu, ensuite de créer un système de classification, un nommage clair et cohérent, pour enfin faire une mise à jour régulière.