I’ll start by saying that I know record keeping and filing systems might not be the most enthralling of subjects for many of you.
But with so much emphasis on secure records management, from a GDPR perspective above all else, it is vital that we understand how to create effective filing systems, why they are so beneficial for businesses of any size, and how we can make them work best for our businesses and within our businesses.
No matter what industry type or sector you operate within, what I’m about to cover within this post is just as important across the board.
Why is an efficient filing system important for my business?
A clearly labelled and easily accessible filing system enables your business to run smoothly on a day to day basis, as well as potentially saving you hours in the long run.
Think about when you take on a new member of staff, for instance. Someone who is likely to need access to at least some, if not all, of your business files. Imagine the time wasted in showing them how to access folders that are all stored on different drives, and each person who has access to them uses different labelling formats.
Have you ever considered productivity levels if staff have to dig around old storage boxes for certain folders? And where do you archive paperwork once it is no longer a ‘working document?’
When I first start to work with a new business client, filing is one of the first aspects of their business that I look at.
And I absolutely love working with digital filing – in particular, cloud based filing systems. I’ll tell you why.
Why cloud based filing systems are so efficient
Now, please don’t think I’m telling you off here, but I’ll be honest. I’m always really surprised at how many small business save all their documents locally. Some really do still rely on hard copy documents in those dreaded storage boxes, somewhere down in a cellar.
If this sounds familiar, please don’t think you’re on your own. And there is a solution!
In fact, many businesses I have been working with have realised the benefits of cloud based filing. Particularly during the past year or so with more and more staff working remotely.
The main plus points are that multiple users can access all the folders they need at the same time. In some cases, multiple users can access, amend, and update the same document at the same time too, if this is what your business needs to operate more efficiently.
But, from a security point of view, if the thought of all staff being able to access all your company documents is too frightening for you, and simply not appropriate, panic not. We can ensure that permissions and passwords to access specific files are in place. Although files may be stored in the same place, only specific roles are given access rights, which may ease your concerns.
You see, shared cloud based file storage such as this is a crucial part of any business when setting up a virtual office. And good record keeping is an essential element within any organisation. It helps you to be:
- Compliant
- Organised
- Efficient
- Systematic
- Transparent
If increased remote working, with a need for ease of access to your company documents, hasn’t prompted you to move to a cloud based filing solution yet, consider being faced with a Disaster Recovery scenario.
The pandemic might not have forced your teams into remote working, but every business should have a secure data back-up and recovery plan. And it is widely recognised that cloud based filing systems provide the best, most secure platform for this.
So, if you are considering moving to digital filing systems, or you are wanting to change your records management format, what’s the easiest way to get started?
Top tips to get your filing systems in order:
- Keep your filing simple – set categories (not too many), with the goal for all staff members with access to those files to be able to find what they’re looking for quickly, easily, and efficiently.
- Create an index or a map – this should detail all the categories and sub-categories mentioned above. The goal with your index is to be able to tell what is in the file without having to open it first (again, a huge time waster).
- Label consistently – file names should be short, descriptive, and avoid spaces or special characters. It is important that everyone within your business uses the same naming format to avoid any confusion and lost files. A very straightforward example could be: 2021TaxReturnDraft1
- And finally, decide on a numeric or alphabetic filing system. Again, keep it simple and more importantly, user friendly. Then, once it’s in place, stick to it!
Why choose Spero Solutions to improve your filing systems?
I hope you appreciate now why secure, effective, and efficient filing systems are the foundation of any business. And that you have found my tips for getting more organised useful too.
But if it seems too overwhelming for you to handle, we have worked with entrepreneurs, small businesses, and contractors who have all seen the benefits of using Spero Solutions to provide either completely new or revamped filing systems. Not only making sure that staff have access only to their relevant files, but also with priority around external compliance and GDPR.
We know the importance of efficiency as well as governance in any sized business, and have built up a reputation for being reliable, trustworthy and completely transparent. If a job needs to be done, we will always provide you with the most beneficial options for your specific business.
And if we can see a slightly different solution may work, we will explain why and how it can be implemented in a bespoke way for you.
So, if you have any queries, or would like help from someone outside of your business in setting up your filing systems, then please contact Spero Solutions for an initial discussion. Working with our virtual assistant service lets us help you control your business, rather than it controlling you!