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How can you customize your file archiving system?

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File archiving is the process of storing and organizing files that are no longer in active use, but still need to be preserved for future reference, compliance, or backup purposes. As an administrative assistant, you may have to deal with a large amount of files from different sources, such as emails, documents, invoices, reports, and more. How can you customize your file archiving system to make it more efficient, secure, and accessible? Here are some tips to help you.

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Jo Wilson

Administrative Assistant at Terus Construction Ltd a division of Colas Western Canada
Suleiman Bashir Sani

Security Supervisor at ThriveAgric

1 Choose the right format

The first step to customize your file archiving system is to choose the right format for your files. Depending on the type and purpose of your files, you may want to use different formats to optimize their size, quality, and compatibility. For example, you may want to use PDF for documents that need to retain their layout and appearance, ZIP for compressing multiple files into one, or JPEG for images that do not require high resolution. You can also convert your files to different formats using online tools or software applications.

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Jo Wilson

Administrative Assistant at Terus Construction Ltd a division of Colas Western Canada
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One thing that I have done from the day I started with my Company was to put files into a Years Folder, then broke down the folders to other categories. I periodically went through and deleted unnecessary files, and only kept relevant ones. We have a policy of deleting files after so many years, so anything that really needed to be saved was Archived into a Cloud based system that our Company used.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Select a format that best aligns with your communication goals and audience preferences. Whether it's a concise document, a detailed report, or an interactive presentation, the right format enhances comprehension and engagement. Tailoring your communication style ensures that your message resonates effectively with your intended audience.

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Christian Joel OBA

Co-Fondateur DiGiCab Pro / Archiviste chez FPM
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Au sein de notre structure nous avons ensemble bien entendu commencé par identifier le type de fichiers et Le format de conservation...

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2 Create a clear structure

The next step to customize your file archiving system is to create a clear structure for your files. This means that you should organize your files into folders and subfolders that reflect their categories, dates, projects, or clients. You should also name your files and folders consistently and descriptively, so that you can easily identify and locate them. For example, you can use a naming convention that includes the file type, date, and subject, such as Invoice_2021_08_15_ABC_Company.pdf.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Craft a clear and logical structure for your content, guiding your audience seamlessly through the information. A well-defined structure enhances understanding, making it easier for your audience to grasp key points and follow the narrative. Clarity in organization contributes to effective communication and a positive reception of your message.

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Mohamed Osman Adan

Public Relations officer at Saipem
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Create a backup and redundancy strategy to safeguard your archived files from loss. Utilizing version control for files that undergo frequent changes.

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Christian Joel OBA

Co-Fondateur DiGiCab Pro / Archiviste chez FPM
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Nous avons transposer notre plan de classement, via windows et affecté au dossier un nom incluant le nom du service, le régime de traitement, Le type d'opération et l'année ( DCFF_COMPTA_PERM_CREDEF_2019) Et affecté fichier un nom incluant le mécano, le Regime, le type d'opération, et l'année (00987433_COMPTA_PERM_CREDEF_2019) ... En y ajoutant les extensions. Ceci nous a permis d'identifier, de retrouver aisément les documents et faciliter leur traitement .

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3 Implement a retention policy

The third step to customize your file archiving system is to implement a retention policy for your files. A retention policy is a set of rules that determine how long you should keep your files and when you should delete or archive them. A retention policy can help you save storage space, reduce clutter, and comply with legal or regulatory requirements. You can create your own retention policy based on the nature and value of your files, or follow the guidelines of your organization or industry.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Enforce a well-defined retention policy, outlining the systematic management of data throughout its lifecycle. This not only ensures compliance with regulations but also streamlines storage resources and mitigates potential risks. A carefully implemented retention policy is a strategic safeguard against unnecessary data accumulation and aligns with efficient data governance practices.

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4 Use a cloud-based service

The fourth step to customize your file archiving system is to use a cloud-based service for your files. A cloud-based service is a platform which provides the ability to store, access, and share files online, without having to use a personal device or server. This type of service can offer many advantages, such as more storage space and scalability, improved security and backup options, simpler collaboration and sharing with other people, as well as faster and cheaper access and retrieval. Popular cloud-based services include Google Drive, Dropbox, OneDrive, and Box.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Opt for a cloud-based service to leverage flexibility, scalability, and collaborative capabilities. Cloud services offer the agility to adapt to changing needs, streamline operations, and foster seamless collaboration among team members. Embracing the cloud ensures that your infrastructure remains resilient and responsive in the dynamic landscape of modern IT environments.

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Christian Joel OBA

Co-Fondateur DiGiCab Pro / Archiviste chez FPM
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Dans le cadre de nos activités nous avons acquis un serveur dédié sur lequel nous faisons le stockage de nos données, le temps que commission de réflexion statut sur le passage en cloud.

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5 Automate the process

The fifth step to customize your file archiving system is to automate the process as much as possible. Automating the process can save you time, effort, and errors while ensuring that your files are archived according to your preferences and policies. You can use various tools and features to make this happen, such as email filters and rules for sorting and archiving emails based on their sender, subject, or attachment. Additionally, file synchronization software can automatically update and back up files across different devices and platforms. File archiving software can compress, encrypt, and move files to a designated location or service. Lastly, file deletion software can delete or shred files after a certain period or condition.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Implement automation to streamline processes, reduce manual effort, and enhance efficiency. Automation not only accelerates workflows but also minimizes errors and ensures consistency. By harnessing the power of technology to handle routine tasks, you free up valuable human resources for more strategic and creative endeavors, driving overall productivity.

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6 Review and update regularly

The sixth and final step to customize your file archiving system is to review and update it regularly. This will help maintain its effectiveness, accuracy, and relevance, while avoiding any issues or problems. To review and update your file archiving system, you should check for any duplicates, errors, or inconsistencies. Additionally, delete or archive any files that are no longer needed or relevant. As well as moving or renaming any files that have changed their category, date, project, or client. Plus, add or modify any files that have been created or received. Lastly, evaluate your file format, structure, retention policy, cloud-based service, and automation tools for any improvements or changes.

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Suleiman Bashir Sani

Security Supervisor at ThriveAgric
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Regularly review and update your processes to stay aligned with evolving needs and industry trends. This proactive approach ensures that your strategies remain effective, compliant, and resilient. Embrace a culture of continuous improvement, where periodic evaluations become a catalyst for refining and optimizing your operations.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Mohamed Osman Adan

Public Relations officer at Saipem
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Implement monitoring and auditing procedures to track access, changes, and compliance with archiving policies. Collecting feedback from users and regularly assess the efficiency of your file archiving system.

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How can you customize your file archiving system?

1

2

3

4

5

6

7

1 Choose the right format

2 Create a clear structure

3 Implement a retention policy

4 Use a cloud-based service

5 Automate the process

6 Review and update regularly

7 Here’s what else to consider

Administrative Assistance

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How can you customize your file archiving system?

1

2

3

4

5

6

7

1 Choose the right format

2 Create a clear structure

3 Implement a retention policy

4 Use a cloud-based service

5 Automate the process

6 Review and update regularly

7 Here’s what else to consider

Administrative Assistance

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