Top Tips for Electronic Filing

If your filing is in hard copy, in a cupboard somewhere or piles here, there and everywhere it is time to switch to electronic filing!

Not only does electronic filing mean that your chances of loosing a document are slimmer, it also means that when you are looking for a specific document a quick ‘ctrl+F’ and search will find you what you are looking for. Gone are the days of searching through hard copy filing cabinets or rooms filled with brown boxes – electronic filing saves the day!

Here are some top tips to help you with your electronic filing systems and processes.
The Cloud
Common Wording
Main Folder
Numbers
File as You Go
Ongoing Vs Completed
Document Management Plan

The Cloud:
For safety and ease of use, documents can be store in the ‘cloud’. This can be through a system such as Drop Box or One Drive (there are others available).

This makes your document accessible from any device/computer you are on, provides you the reassurance that the documents are safe if something should happen to your main device and also allows other to view/edit your documents.

Providing staff log ins to see document means that access can be gained from persons who are not at the same location as you, removing the need to scan or email documents that are being worked on and also provides staff with the most current and ‘live’ versions of documents.

Common Wording:
Organisation and common sense comes into play when setting up an electronic filing system. This means the names of folders should be uniformed, easy to understand and in a basic yet set out system. Using main headings such as ‘Policies’, ‘Accounts’ etc will make any person who is using the system feel comfortable with being able to operate the implemented system.

Main Folder:
Continuing on from the above, have one main folder that you work out and then make the folders inside this folder more comprehensive (as needed). For example:

• Your main folder is ‘Accounts’ under this you could then have
  • Years ‘2018’, ‘2019’ and then break it down further
    • Timesheets, receipts, MYOB, contracts, financial reports, tax etc

By breaking it down under each folder it allows those who are unsure, but searching, to get a general idea, however it also has enough depth as it goes on to allow someone who knows what they are looking for to find exactly what is needed.

Numbering:
By numbering folders it can make it easier when viewing folders in a line view. The system will automatically sort them into ‘name’ order, meaning that number 1 will be first on the list and continue down. If your computer doesn’t sort this way, you can set it to do this.

It is important to note that when numbering folders you should number by adding a ‘0’ in front of numbers 1-9. This is as once you get to 10, the number 10 will fall under the 1, putting your folders in order 1, 10, 2, 3, 4, 5, 6, 7, 8, 9. By adding the ‘0’ it will ensure your folders stay in the right order.

File as You Go
Don’t let your files build up!!

File as you go, once a document is completed, scanned, emailed or otherwise save it straight away in the correct spot.

The more files you let build up, the less likely you are to follow through with the entire process.

Also ensure that you delete unneeded documents and clean up folders/files regularly to ensure there isn’t information being stored that doesn’t need to be.

Ongoing Vs Completed
It can make work you are currently completing easier if you separate them into a ‘Working on’ and ‘Completed’ folders. This way you know what you are still working on and what is stored and fine for others to view.

This can reduce confusion on what work is still outstanding, and also reduces confusion for other team members in your area.

Document Management Plan:
I think the most important part of the processes is coming up with a plan that works for you and your business. This plan should be easy to follow and clearly list what and how documents should be saved. This includes things such as: How to name documents, where to save documents, what documents can be deleted, scanning in colour or black and white, required security of document etc.

Once this has been completed, a meeting/training should be held to go through this so that staff members can start following the new implementation as soon as possible.

Overall, following these tips can save you and your business REAL TIME! Implement a system that works, ensure all members are on the same page and following the process.

Don’t get caught out on the phone to someone and unable to find what you are looking for. Make a process easy for your business and see how easy it really is.

-Kaitlin-