1. document management systems
There are many ways to keep files and other important papers together and in the
right place. However, when you have a lot of them, you do have to think about
document management systems. This is something that works both in offices and on
the computer. Many have paper files that they keep and that must be kept in
order, but there are more and more that also have computer files that are
important, and it is essential that they are stored in a way that is easy to use
and that makes the documents easy to find and pull up.
Filing systems are often very simple in the way they work. If you have a doctors
office and you have to keep track of your client’s files, you normally would use
document management systems that keep files in alphabetical order. That is
probably the best way to keep them all in an order that is easy to sort through,
and that will make files easier to find. However, over the years, this type of
document management system is going to have to be broken down by years,
especially when patients come and go.
For other companies, the best type of document management systems are the ones
that go by date. If you don’t care about the name, but rather the date of the
project, this is the way to go. This means that you can break the system down by
the year, month, and the day for easy access. If you have been in business for
quite a long time, this can even be broken down by decade. This is also a great
way to keep track of whatever it is that you have saved in your home. Taxes,
bills, and personal documents can be stored by name, and then by date in this
case.
For document management systems on your home computer, you are again better off
going by date. Make as many subfolders as you need to keep things straight. If
you label a folder by year, you can have a sub folder for each month, and then
date the inside files so they appear in order when you open that folder. If you
are not very good at organizing, you can find document management systems that
come in the form of software that you can use at home, in the office, or on your
computer. These are meant to help you keep organized and to leave the guesswork
out of finding the best system for your needs.