Organize and Conquer Your Filing Systems
Lauren Graden
Helping organizations implement efficient, compliant, and audit-proof document management systems
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 Filing Systems
When it comes to filing systems, there are three primary types:
A Structured Folder System is the traditional method and is commonly used in 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 documents due to their capacity to handle vast amounts of data without becoming overwhelming.
How to Develop a Document Filing Plan
A disorganized folder 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 the supermarket analogy. All items are organized logically within sections and aisles, ensuring that customers can quickly locate what they need. When you go into 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 a good folder structure.
Here are the 6 primary stages for developing a filing system:
Let’s break these stages down a bit further, shall we?
Determine which documents should be controlled
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 need Controlled Revision Tracking and Version Control practices, so you can always be confident that the version you’re looking at is the latest and greatest.
Examples of controlled documents include:
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 them.
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, an effective Document Management System allows you to:
Categorize Controlled Documents into Document Types
By grouping similar document types into categories, you’re allowing users to quickly identify and find what they’re looking for once they’re in your new filing system. They should be intuitive and practical, and terms that are commonly used throughout your organization that briefly but accurately describe their grouping.
Document Type examples include Procedures, Test Plans, and Inspection Reports. These groupings can be used as folder names, document titles, and metadata to describe your data consistently.
Develop a Folder Structure Template
The organization of files should allow for intuitive searching and finding of files. Your folder structures (and you’ll likely end up with more than one) should mimic how your team works and how your users will flow through your new folder structure. Your biggest, broadest categories will be at the top level and may include your business units, departments, projects, customers, or locations.
All folders below the top level act as filters and groupings of related documentation so users can find documents quickly.
Consider how your folders will be sorted
Ah, folder organization. Seemingly simple, but often overcomplicated. You’ll want to consider how each level of folders should be sorted in order to create ease, consistency, and quick search results.
There are 3 standard sorting methods: alphabetically, numerically, or chronologically. Each has its benefits and drawbacks and can be used separately at each level as appropriate.
Document and communicate these requirements
This is a crucial step that is often overlooked. Once you’ve designed and tested your new filing system, you need to document its requirements and train users so your entire team understands how and where files should be stored. This is as simple as creating a Filing System SOP and keeping it updated with the requirements, best practices, and "do-nots" to ensure it’s successfully adopted and implemented.
Need to document your requirements but don’t know where to start?
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Maintain 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:
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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