Eight Easy File Managment Steps to Get Your Company Compliant

File Managment Steps to Get Your Company Compliant

Jul 18, 2023

Key Takeaways:

  • Indian Businesses should have file management as a top priority. Improving your file management strategy encourages productivity, improves efficiency, increases business output and keeps your business safe from government audits.
  • To improve your file management strategy, start by storing your data in a single location and organizing it in hierarchical folders and subfolders.
  • Use filenames to describe file contents and establish a logical file naming system.
  • Make the flie collection process painless and back up all files regularly.

If you are a business owner in India, it’s essential to have a well-organized file management strategy in place. The proliferation of files and documents can make it challenging to locate that one document you need when you need it. This is especially true when it comes to employee documents needed for compliance. IDC estimates that companies and individuals created a total of 64.2 trillion gigabytes of data in 2020, with the amount of data created expected to grow at a 23% compound annual rate from 2020 to 2025.

Efficient file management involves the systematic organization of files and documents, which encourages productivity, improves efficiency, ensures fast delivery of quality service and products, and increases business output. These items are a necessity when it comes to being prepared for audits. Implementing an effective file management strategy can save your company time and money by maximizing efficiency and reducing operating costs.

Here are some tips for improving your file management strategy:

  1. Store all your essential documents in a single, easily accessible folder, and in subfolders beneath that. Having multiple folders stored in multiple locations can lead to confusion and makes documents harder to locate. Establish a single master location for all your files and then organize your documents within that.
  2. Organize your documents into a hierarchical system of subfolders. a) Arrange your files by category and assign each category to a subfolder. b) Then, create more specific subfolders within those subfolders for different users, document types, and the like.
  3. Use filenames to describe file contents accurately and logically, making it easy to determine what’s inside each item when users browse through them.
  4. Establish a standard way to name files and folders throughout your entire organization. Every branch, every department, and every individual should conform to your established naming conventions.
  5. Prioritize important files by making them pop first in an alphabetical list by adding a number “1,” the letters “AA,” or a symbol such as “!” to the front of the filename.
  6. Create a simple and repeatable process to collect your needed files and documents. Utilize the most convenient way to retrieve the files that you request to reduce non-action. 
  7. Track document versions to avoid confusion and ensure that you’re working on the latest version of a document.
  8. Back up all your files regularly to protect against accidental deletion, hardware failure, and attacks by malicious actors.

Use DocGuru to Improve Your File Management Strategy

The easiest and most effective way to improve your file management strategy and stay compliant is to use file management software, such as DocGuru- India’s Premiere File Management and Compliance Solution. File management software – sometimes called document management software (DMS) or Document Compliance Software (DCS)– helps you name and organize your files and folders for easy searching, audit readiness and secure storage. DocGuru’s DMC can get you compliant and your files managed properly with automation in just a few clicks of a button. Start your risk free journey to ultimate file management and document compliance today!

TaskTodayWith DocGuru
Organization of FilesManualAutomated
File Management ManualAutomated
File NamingManualAutomated
Prioritizing Documents/FilesManualAutomated
Collection ProcessesManualAutomated
Version ControlManualAutomated

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