6 Tips on Managing Records Online for Small Businesses

Keeping track of electronic documents was difficult enough when everything was in one place, but it’s pure chaos now that the office can be anything from a coffee shop to a park bench!

Thankfully, managing records online is helping calm this chaos down. It makes collaboration easier, creating “libraries” for the sake of your records, while doing it efficiently.

Come find out how to develop these processes and never lose track of a single document again!

1. Choosing the Right Tools

Like any task, you’re going to have to start with the proper tools. In this case, it comes down to the best “document management system”.

One flexible tool is wkhtmltopdf, allowing the generation of a PDF from any HTML document. This is particularly helpful for archival purposes and record keeping.

Another is SharePoint, known for its flexibility and options for collaborative work. This piece shines with its ability to store, organize, and share information and files from any location.

2. Standardized Naming Conventions

There needs to be an established structure of names for files, and within that structure, there is a logical description of the file. Some of the elements to consider would be:

  • Do not use “secret” characters or types of acronyms they are difficult to remember at later dates
  • Establish a numbering system for file folder order
  • Establish a labeling format (ex. date structure, name structure)

Using spaces is not an option. Instead, make the file name a single word or make use of underscores in the place of a space.

3. A Well Kept Home

Hierarchy is important, and to do that, you need to have a system of nested files becoming more and more specific.

A good example would be a “clients” folder. There should be the top folder, and then each client having their own folder within. Within these should be folders based on date.

4. Keeping Documents Safe 

Cloud storage continues to be a favorite option because of both its convenience and its security. It allows for off-site storage, helping to protect against common cyber threats or system failures.

It’s important to set up user controls in your data management systems, as these can help protect data further and only provide access to particular files depending on the user permissions.

5. Don’t Forget That Email

Your email client can be thought of as a document management system itself. Countless files are being sent back and forth, and it can be used as a safety net for deleted files. It’s an easy way to send “for later” items to yourself.

It isn’t always the best with its retrieval or organizational skills, however. Some applications can help collect attachments, allowing you to organize as needed.

6. Culling and Archiving

It’s important to have a cycle to archive and delete. This will aid in proper organization, but also safety and security. By having backups and archives, you can be sure that your data is secure read about F95zone

Making Work Easier Managing Records Online

While the definition of the workplace changes constantly, managing the materials we work with will always be essential. We can see how managing records online can be made efficient if you make the right choices.

Now that you have taken the time to improve your workflow, be sure to come back to enjoy some more material we have curated for you on our website.