HOW TO PROPERLY NAME YOUR FILES

I recently completed a project that involved re-organizing a client’s filing system (electronic and non-electronic). With an immense growth of customers, the need for data management was evident. Though their filing system was fairly in order, it required cohesiveness for easier recognition from the owner and her team members.

The technique you use to organize and name your files will have a vast influence on your capability to find files later, as well as understand what they contain. It is important that you remain consistent and descriptive in naming and organizing files so that it is clear on where to find specific data or research.

From experience, it is important to set up a clear directory structure that includes information like the project title, a date, researcher or some type of unique identifier.

In your business be sure that when you create a naming process to enforce it as you add others to your staff. This will create organization within your team to prevent confusion.

 Below are some tips for file naming, sorting documents and file numbering

• Proper date designation = YYYYMMDD or YYMMDD
• Avoid using special characters ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " and |
• Too keep files in sequential order lead each file with zeros (001, 002, 0040…)
• Keep file names short, descriptive and sweet. Most software cannot recognize long names.
• Use date file was created (using proper date designation) then business name after
• ONLY store PDF files
• Store all editable (live) files in one folder; keep away from other PDF documents
• Stay away from spaces. If spaces are needed, here are examples to use:
  • Underscores: xxx_xxx
  • Dashes: xxx-xxx
  • No separation: xxxxxx
  • Cap case: XxxXxx
  • Sort existing files by type, project, company, month, time frame or etc…
  • If receive file externally, file in clients folder that reads “XXX External Documents”
  • Use unique identifiers for each file
  • invoice#-tax ID-fiscal month – Accounting department (e.g., 00245-555555-20150521)
• blog_month_location_blogtitle – Blogger (e.g., blog30_04_NewYork_TheBigApple
• date-case#_casename – Lawyers (e.g., 20130124-367_Smithonian
• internalidentifier#Patientname(Lastname1st) – Doctor (e.g., 0010DoeJohn)

Are you ready to receive the expert assistance, encouragement, and training on how to properly name your files?  Reserve your courtesy Organizing Breakthrough Session today!

Is your business ready to go paperless?

First of all, lets begin by defining the term paperless. The definition of paperless involves the storage or communication of information in electronic form, rather than on paper.

This concept has triggered a lot of businesses to go paperless due to the benefits it creates. Not to mention, it’s environmentally friendly. As people adapted to the idea, the money market grabbed it and ran with it hence the Nook, scanning apps, and lets not forget, online banking.

Who knew there’d be a day we can take a photo of an endorsed check and it is deposited into our accounts with out stepping foot in a bank. Mind blown!

Paperless is definitely a great way to have access to your documents wherever you are plus, it gets your physical environment less cluttered. The real issue is, the theory in going paperless may not always be the best solution for everyone, especially if you haven’t done proper research. In order to convert, you must have the proper equipment, software and be willing to fully adapt into this lifestyle.

The idea of going paperless is an evolution to the way we manage paper, but the truth is one can never be 100% paperless.

Let’s dig in a little deeper and start with conversion.

If you want to convert all old/archive documents to electronic, it will take time.

Not just 1-2 days but more like 2-3 months (if that) of sorting, tossing, scanning and re-naming every single document to your storage system.

Once that is done, you’d need to include a backup system where you can frequently backup your documents (once a day, once a week or once a month). These systems include, hard drives and/or cloud based systems. With that said, you will need to have some knowledge of technology.

For example, I save all business related materials to my Google Drive and for my Mac user clients; I like to us Time Machine. Google Photos is also a great backup system that allows you to store your beloved photos! Memories!

In order to hop on the paperless movement, you’d also need to invest in a quality scanner. When it comes to scanning boxes of archives, having a great scanner will make the process easier and quicker.

The Fujitsu B005 Image Scanner ScanSnap iX500 (they also have an Evernote Edition), which can scan to either your Mac or PC, is a great one.

A less expensive but good scanner is the Canon CanoScan LiDE220 Photo and Document Scanner.

It’s easy to use and can send your documents straight to the Cloud with just a press of a button. If this is too much, thank goodness for the app world, if you don’t have loads of paper to scan, there are plenty of scanning apps like TurboScan and Scanner Pro that let you scan just with one click.

Because the idea of being completely paperless is still evolving, here are a couple of documents that are required to be in paper format: passports/licenses, tax returns/receipts for seven years, birth/death certificates, deeds/stock certificates, social security card, mortgage paperwork and wills/legal papers.

Therefore, as a business owner, it is important to keep the documents you can’t switch in a lockbox or safe.

These types of storages are great investments that help avoid damages due to natural disaster or from being stolen.

I can go on and on about the pros and cons of becoming paperless and give you tips on how to do it but at the end, it all depends on your comfort levels.

Effectively reducing the usage of paper isn’t a one-time thing and wont go into extinction for many years. As long as your goal is moving away from paper and creating an environment that encourages the morality of preventing environmental waste, your business will be on track.

Enhancing business practices to decrease paper usage is inevitable now, but implementing the proper tools will get your business closer to the goal of being paperless.

To avoid error as a business owner, I can’t stress this enough, it is crucial to maintain organization in all aspect of your business. Whether it be making your process fully digital to removing unnecessary clutter. Being organized will not only save you time but it will save you money.

Are you ready to receive the expert assistance, encouragement, and accountability on how to keep your Business in order?  Reserve your courtesy Organizing Breakthrough Session today!

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