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Debunking the Most Common File Organization Myths That Exist Today
Did you know that over half of office workers spend significant amounts of time searching for files? Whether you have your files on a computer or in a paper filing system, it can be difficult to wade through the files and folders to get what you need. Have you ever wondered how you can improve your file organization system? Here are some of the most prevalent file organization myths and how you can change your file taxonomy for the better.
Alphabetical is the Best Way
Although it may seem logical to store things in alphabetical order, it is not always the best way. For instance, if you have many people with the same last name or similar file names, it can be a chore to find the files and folders that you need. You may want to think of a hybrid organization system. You can determine what works best for your company, based on categories, departments, and other factors.
You Do Not Need Paper Files
Although there have been major advancements in cloud storage, sometimes it is still best to store information in paper form. You know exactly where it is, how to secure it, and it is less vulnerable to hacks. Visually, paper is also a great way to interpret data and information if you stare at a screen all day. Try different ways of organizing your paper files, such as with these custom binder tabs.
Records are Safe in the Workplace
You may have top-tier security for your building, but sometimes it is still not enough to protect both digital and physical records. If you have access to a lot of sensitive information, then you should consider storing it off-site. If you do not want to move your records from the workplace, look into a third-party data security company. They can put measures in place to ensure that confidential information remains safe and protected.
Not Enough Files to Organize
Even if you are just starting out with your business, you should design a folder organization system from the get-go. Make sure that all employees know how the files should be organized so that you do not lose track of them. Improve your organization skills and look for ways to change your files and folders as you grow. However, if you start out with a good system, you will not have to worry about making it a huge project later on.
Try These File Organization Tips Today
Whether you are new to the file organization or you want to find a new system, you should not have to worry about finding the right information. By dispelling these file organization myths, you can be on your way to folder organization in no time. Want to learn more about all things related to office essentials? Check out our site for more tips and tricks for improving your organization skills.