Implementing a successful paperless strategy requires a clear and disciplined approach to file organization and security.
Organization
You may be eliminating actual filing cabinets and file folders by going paperless, but the concepts of good filing remain the same for electronic filing. Your electronic filing system should mimic the paper system:
- Create folders or drives for each category of data, just like you used file drawers to categorize. What works for us is having separate drives for each business function (administration, marketing, operations, sales) and one company resource drive.
- Within your high-level drives or folders, create the next set of folders. Continue creating folders and sub-folders until you have duplicated your old filing cabinet electronically, minus the paper cuts.
Along with a folder structure that works for your business, you should document what files will be stored in each area, how they should be named, and who is responsible for maintaining the files.
Security
Most offices have some level of security when it comes to paper files, and this should be no different with electronic files. Key security considerations include:
- Who needs access to each set of files and who should not have access at all?
- For individuals with access, is it read-only or full access?
- What files are ‘classified’ and have limited access rights?
Now is also a good time to either reinforce or remind your team about good password security – do not write them down and make sure they are secure (at least 8 characters with a mix of letter and numbers).
Look for final installment in this series – file back-up and archiving – on Thursday.
[Lock image courtesy of clix]