by ACM, 12 Oct, 2020
Image by Jo Zixuan Zhou (c) The Balance 2020
Nowadays, with the grow of business also naturally increased the records and file keeping works across employees. Keeping your digital documents organized can be quite tedious at the same time is also important.
The goal of good document management is to ensure you can conveniently find what you’re looking for, and to maintain data consistency and integrity, and to reduce the risk of data corruption.
Having good management of folders also help all users to be able to locate the relevant files quickly.
This is especially critical in shared environment, where any one of the employee is absent, another user with granted rights can easily locate these documents.
Below are some quick tips for Best Practices of a good document management that could help you out:
1: Create Folder in Logical Hierarchy / Structure
Folderize your documents by "theme", departments or rather similar functional purpose (e.g. Parent folders like Accounts, Operations; Sub-folders like Payroll, Invoice, Reports, Installers, Diagrams, etc.).
For Windows, the maximum full path length for a file (e.g. the drive letter + folder names + file name + file extension) is 260 characters. Therefore, avoid creating deep nested sub-folders else will cause data inconsistency.
2: Strategize your Naming Convention
Some operating systems (e.g Unix) do not allow spaces. Instead, use the underscores as a delimiter (e.g. Payroll_Feb_2020.xls). Other characters such as / ? < > \ : * | " ^ are also prohibited under Windows.
Use meaningful names and avoid redundant naming like "Work folder -> Work folder 2020 -> September 2020". Suggest to use common abbreviations if possible, such as "Sep" for September or "Inv" for Invoice.
3: Regular Housekeeping & Backup
Retain only what you NEED. Do regular cleanup for redundant / duplicate files, especially when you use Copy & Paste of documents from one place to another. Ensure regular work files are saved in File Server (provided with the right permission control) so that important data is being backed up daily.