Your Company Documents Are Everywhere. Here’s How to Fix That
When company documents live everywhere, staff spend time searching and managers worry about whether they are looking at the latest version.
When company documents live everywhere, staff spend time searching and managers worry about whether they are looking at the latest version.
Create a simple folder structure
Do not build fifty levels of folders.
Example
- Finance
- HR
- Customers
- Suppliers
- Operations
- Legal
Use clear file names
Make files searchable without opening them.
Include
- Date
- Document type
- Customer or project name
- Version if needed
Decide what should not be open to everyone
Salary files and customer personal documents need proper access control.
Set permissions
- Management
- Department
- Individual
- Read only where suitable
My view
Organisation is not about making a beautiful folder tree. It is about helping the right person find the right document quickly.
Need a second opinion?
If this is something you are dealing with in your business, you can always message me. If I have an idea that may help, I’ll tell you what I think.
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Written by
Lucian Yong
Business owner and freelance web designer in Puchong. I write simple, practical things for Malaysian business owners.
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