Electronic Filing

by Hettie Woehler
(last updated April 11, 2017)

If you are looking for a way to reduce your materials cost, and create a little more efficiency around the office, then electronic filing systems are a great way to start doing that. However in order to get the most out of your electronic filing system, you need to pay attention to a few guidelines. While looking at these guidelines keep in mind that they are in fact only guidelines, and as such should be modified to fit the unique needs that you are faced with.

Who uses electronic filing? Electronic filing is popular amongst many different business and governments. For example, many governments allow income tax payers to file their information online as it saves both time and costs. Attorneys have online access to case databases, Law amendments and changes as well as communication between offices of the same firm in different cities. Large businesses with offices in the same building or different branches can access shared files on a network. Librarians find electronic filing more accurate as they can control outstanding books and new additions to the library. Employees who share information saves time as the users no longer need to search through many irrelevant paper documents which need to be returned physically to shelves and filing cabinets.

How To Create An Electronic Filing Cabinet

  1. Invest in a good scanner enabling you to convert physical documents into electronic files.
  2. Gather all receipts and any other items which should be in a filing cabinet. Separate these items into piles so you know what items you need to scan and save in your electronic filing system. Think of how you would physically create a filing system as you separate your documents. This will save time and frustration later when you create the filing system.
  3. 3. Decide on the type of system you are going to use. Will your files be in alphabetical or numeric order. Remember consistency is essential for a filing system to be user friendly and easy to maintain.
  4. Create a new folder with a logical name. Codes as file names can become confusing if there are no clues to its contents.
  5. 5. Create sub-folders in the same way. A logically constructed filing system saves time and frustration.
  6. 6. Regular backups are essential to prevent information loss. Buy an external hard disk for this purpose and store it in a fire proof safe.

Special attention should be given to security against computer failure and unauthorized access. Where files are accessed by different sections of the business, care should be taken in the allocation of access rights regarding personnel records, financial statements and reports as well as other confidential information.

Author Bio

Hettie Woehler

Hettie lives in Mokopane, South Africa. She writes articles for a country-wide monthly newspaper, The Vessel. She self-published a devotional book in 1993 and writes a regular column, Hettie's Chatterbox, for the S.A. Neuromuscular Foundation. ...

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