Electronic File Organizing
Organizations want to become less paper intensive and have
more reliability and accessibility with their electronic
files and documentation. Although many organizations
feel that their IT department or Administrative support
can manage this aspect, often these departments do not
have the organizational skill or user knowledge to create
a standardized electronic file system for the entire
organization. Officiency, through facilitated sessions,
is able to assist organizations in creating sound document
management through shared drive file organization and
computer organization.
What are the benefits to electronic file organization?
Shared drive file organization is an opportunity to create
a consistent file system that will provide the following
benefits;
- Increase the clarity of team’s mission and
purpose, through the in-depth discussion of information
and knowledge of an organization
- Improve accessibility of electronic documents among
the staff
- Easier access to shared information and electronic
documents within the organization
- Clear understanding of how and what documents to
file in the shared drive system
- Bring ease and clarity to new hires of how to access
important information quickly
- Reduce official paper files and increase reliance
on electronic system
- Improve worker efficiency with accessing electronic
information and computer documents
- Become prepared for a transfer to a document management
system such as Microsoft SharePoint
Why can’t my IT Department do this?
Your IT department is critical to protecting your information
assets by providing a stable computer network with
stable applications and back-up systems. IT
staff rarely however; have the organizational expertise
or interest in creating user-friendly, standardized,
comprehensive, and extensible file structures to
maximize efficient access and use of your knowledge
and information assets. The organizing consultant
helps bridge the gap between the IT department and
the staff. The organizing consultant has knowledge
in computer systems and can facilitate working with
the staff and the IT department to create an effective
and streamlined electronic file line structure.
What are the major symptoms indicating the need for electronic file
organization?
- Employees have difficulty finding documents on the
computer system
- New employees are frustrated by finding necessary
information on the computer
- Employees are keeping more paper than they need because
they do not trust finding information on the computer
system
- Historical and archival records are “missing” in
the computer
- Former employee electronic files are in disarray
and forgotten
- Organizational projects are scattered throughout
the computer system within multiple files and inconsistent
naming protocol
- Employees do not understand how to effectively share
key information in electronic form with the rest
of the organization.
What is the process of electronic file organization?
Preparation
The first step is designating personnel who would design
the electronic file system along with the Officiency
consultant. This team is usually assigned by each major
department or division of an organization. Ideally, it
is best to have all team members present. If a smaller
designated team is assigned it is important to include
individuals who have decision making authority and a
good understanding of the organization.
The first line of folders and structure is usually determined
by management. Most often this corresponds to the organizational
chart of the business. General file guidelines are also
developed that include use and function of multiple drives,
naming conventions and managing data in other formats
such as email. Specific maintenance guidelines are also
documented that regard changes or manipulation of the
shared drive file system.
Implementation
This process takes from one to multiple days, depending
on the complexity of the file structure, size of
the organization, and amount of electronic data.
Meetings are scheduled with each team of an organization
to develop the file guidelines. During these facilitated
sessions, clear document guidelines are developed and
documented by the Officiency consultant that include;
- Defining the file and sub-file structure from the
first through fourth level
- Determining the types of documents and information
that are located in each line of files
- Identifying specific document naming conventions,
as needed
- Determining record retention guidelines of files
based on government mandates and organizational
history (this is done in conjunction with organization’s
record retention guidelines and policy)
- Identifying which documents need to have official
files saved in paper format
- Defining permissions with files based on access and
confidentiality
This stage involves the physical move and restructuring
of files into the new file structure. There are always
files that contain unknown documents that might require
more research and time to determine use and value. These
files will be assigned to team members to manage at a
later time.
During this implementation stage it will be important that
other employees are neither opening nor using files.
Once the restructuring has been completed, notification
is made to the staff immediately. Upon, completion an
organization will have a final written document on the
new structure and file guidelines.
Training:
If not all personnel were engaged in the restructure
of the electronic drive, then it will necessary
to provide training. Officiency can provide 2-4
hour training for personnel where the following
is reviewed;
- Written electronic file guidelines
- Assignment of deadline dates to moving, purging and
renaming files (Sometimes special designation of
staff is required)
- Address staff questions and issues
|
