In times like these, we highly rely on paperwork; hence, it has become more important than ever to organize documents.
Document management helps you increase your team productivity and streamline file processing. Therefore, you should organize your vital documents like a pro.
Are you struggling to manage and organize your crucial documents?
If you respond with yes, you have come to the right place.
Some of the best document management tips include creating a solid document management plan, organizing your papers in one place, retaining only the files you need, using a file cabinet, and giving names to all files.
But organizing documents efficiently is not an easy task.
You have to deal with a variety of problems, including paper stacking, disorderly file cabinet drawers, and document management.
Do not be worried!
This guide uncovers some practical steps for managing your documents with ease.
Let’s get started!
Seven steps to organize messy documents with perfection
Below there are some vital document organization steps that can simplify your job. Here you go!
1. Create a clear plan of action
In any workplace, the documents are shared with numerous people and departments instead of one.
It is crucial to understand the steps involved in producing papers, as well as who do so and when.
While managing documents, you should know how files in both paper and electronic formats are created, received, and saved.
Therefore, creating a clear plan is essential for managing business documents.
2. Organize all files in one place
You should know the document management trends. It would be best to keep all the scattered documents in one place where they can be easily accessed.
One of the best ways to accomplish this task is to convert all papers to PDF (Portable Document Format).
PDF is a reliable document format because it is compatible with all devices (mobile phones, laptops, and desktops).
In contrast to MS Word documents, which require MS Word to open, view, and modify, PDF files can generally be opened in all web browsers.
Due to its universal compatibility, you can effortlessly share it with others.
Most importantly, your document format remains the same. That’s why people send and receive documents in this format.
Whether you are a business owner, manager, professor, or student, you receive PDFs from all sides.
As a result, managing and keeping track of those documents becomes difficult.
In addition, merging these PDF files into one unified document becomes a challenging task.
But panic not!
Thanks to free web tools, you can easily merge PDF files into one file without spending a single penny.
Yes, it is right!
An online PDF merger allows you to join all PDFs into one file without disturbing the document format.
You can accomplish this procedure in just a few clicks.
All you need to do is visit a merge PDF online tool and upload all PDFs to its input area by clicking on the “Choose Files” button.
After that, you need to sort the documents in the order you want and hit the “Merge File” button.
The entire procedure is absolutely free. A reliable PDF combining tool lets you merge piles of documents in a single go.
You can use it as many times as you want.
In simple words, an online PDF joiner has made the PDF-organizing procedure easier and simpler. How cool it is!
3. Use a file cabinet
You should use a file cabinet in your workplace. What is a file cabinet?
A file cabinet is a piece of furniture for keeping paper files in file folders. It also helps you protect your vital documents.
Additionally, it also protects your files from water, dust, and fire. You can use its top drawers for incoming files and the bottom for outgoing documents.
In this way, you can keep track of files in a better way.
4. Name all files
In order to keep track of everything professionally, we recommend you name all documents.
This practice will help you stay organized and make file management easier. In this way, you can quickly find the particular document when you need it.
So it makes all things easier.
5. Define access control
Document access control refers to confirming who within an organization has the power to view, edit, or delete a document.
Your company’s files should have access control that is clearly defined.
6. Throw away papers you don’t need
While managing and organizing documents, you need to make sure that you only keep the papers you need the most.
Throw away all papers you do not need anymore.
This step will make the file-organizing process easier and simpler.
7. Keep a file record
For a more efficient workflow, keeping records of all your papers is essential.
You should regularly create digital copies of your documents. Additionally, you should store copies of your documents on an external hard drive or other storage media in case you ever need to access them.
The backup of documents is crucial for all companies.
All of your documents can be kept on hard drives, USB drives, or any cloud storage service.
Organizing messy documents gives headaches to many people. If you are one of them, then this ultimate guide has got you covered.
Start with crafting a top-quality plan and define who will send and receive papers. After that, convert all papers to PDF.
This is because it is a globally recognized paper format that supports all devices.
Once you convert all papers to this format, merge all PDFs into one comprehensive document. In this way, you can better access the information.
All you need to do is use an online PDF combiner and get all your scattered PDFs combined instantly. You do not need to spend a single cent.
The entire process is free of cost.
If you need to keep papers in your workplace, we recommend you use a file cabinet and name all the files.
After that, define document access control.
Keep only the papers you need the most and get rid of unwanted papers.
Lastly, keep a file record.