--- description: This article will talk about document management systems and how they work. We will also discuss some file management tips. image: https://gdm-localsites-assets-gfprod.imgix.net/images/getapp/og_logo-94fd2a03a6c7a0e54fc0c9e21a1c0ce9.png title: 6 File management tips to keep your documents organised --- # 6 File management tips to keep your documents organised Canonical: https://www.getapp.com.au/blog/1445/online-document-management-organised-fast-free Published on 27/07/2022 | Written by Anna Hammond, Ojasvini. ![6 File management tips to keep your documents organised](https://images.ctfassets.net/63bmaubptoky/dDx87TaLhnJa3A_8bohkack4FOiozzL5OkD6QGJXGEg/b13ab039dc2ee7b7cb22ab55af7b2d6a/File-Management-AU-GetApp-Header.jpg) > This article was originally published on 17/04/2020. How many hours have you wasted hunting for a document that’s gone missing? Read further to know some file management tips to keep your documents organised. We will also discuss the benefits of digital document organisation. ----- ## Article Content This article was originally published on 17/04/2020.How many hours have you wasted hunting for a document that’s gone missing? Read further to know some file management tips to keep your documents organised. We will also discuss the benefits of digital document organisation.In this articleHow does a document management system work?6 document management tips for small business ownersWhat are the benefits of digital document organisation?How can you manage your documents effectively?Do you find it challenging searching through unorganised digital folders for an essential file? If yes, an online document management system might help. The need for such systems could be higher in today’s hybrid work setup when many employees would be collaborating while working remotely. Having every important document stored in one centralised space can be effective when workers frequently switch from one device to another or work at different times.With that said, as per a report by IBISWorld, the market size of the document management services industry in Australia is $707.3 million in 2022. This data might indicate that there has been some demand for software that can help businesses with effective file management.How does a document management system work?Document management software are tools used to store, manage, retrieve, and share electronic files such as PDFs, Word documents, and spreadsheets. Such software typically help users go paperless and potentially save money that would otherwise be spent on the manual documentation processes. With the help of such tools, users can potentially access documents anytime and anywhere, add a layer of security to their confidential documents, and collaborate effectively through file sharing.One of the main objectives of a document management system would be to minimise the risk of misplacing a document. Apart from this, some common features of document management software typically include the following:Document storage: users can store their documents in a centralised location and re-visit them for future reference.Access and control permissions: document management software typically allow users to lock their documents for security reasons. Users can also manage the access permissions for an individual or groups and manage who can view and edit a file.Document sharing: such systems can help enable users to share their documents with others and allow them to edit the document and/or add comments. Text search: some such software might also allow users to search for relevant documents by typing in a keyword in a search box.Drag and drop: such platforms might also help to drag and drop files from one folder to another.6 document management tips for small business ownersA centralised file management system can help small business owners effectively manage documents , potentially cut costs, and reduce the risk of losing important business documents. Here are some tips businesses can follow to prepare for the transition to digital document storage.1. Identify essential business documents for uploadingThe first step in transitioning to a document management platform would typically include uploading existing files to the software. This may be the most time-consuming step, as you need to identify the most relevant documents per business requirements. You might need to decide which documents are worth storing and which ones you can safely discard. This step can also help eliminate any duplicate files or old versions of documents.2. Start creating folders at one central locationDocument management systems might allow you to create folders wherein you can store your essential files. Creating folders might help you locate and organise individual files. You can start with creating parent folders —for example, you might have one folder titled ‘marketing’, another titled ‘HR’, and another titled ‘finance’. Within these parent folders, you can create sub-folders like ‘branding’ for marketing, ‘personnel documents’ for HR, and ‘tax documents’ for finance.3. Establish a standard naming conventionWithin your digital management system, you would be able to sort your documents in alphabetic order. Your system would be more organised if you established a naming convention for all your files and maintained that convention throughout. For instance, you can use the document creation date for naming your files. You can call the document something like ‘2022-July-blog-article’. You can also use words like ‘draft’, ‘version-2’ or ‘final’ to help indicate the progress stage of such documents within the internal process.4. Set security rules and regulationsAccording to an article by Small Business Answers (SBA), ‘ remote access to files creates a security issue’. The article further discusses how challenging it can be to keep your files secure while collaborating remotely. A document management system can help businesses protect individual files and set access control and permissions. For instance, you can lock or encrypt a particular PDF file and send the password to the concerned person. Alternatively, businesses can also set up a virtual private network (VPN) to create a secure path between your device and the business system.5. Conduct periodic checks and set up a regular backup processIt would be ideal to run a regular check on your files to ensure your documents are backed up and not lost in the process of uploading and updation. One of the main benefits of data backup could be to save an important file in case of a system crash or other potential issues such as hard drive failure. You can conduct the backup process monthly, quarterly, or per your business needs. This way, you would also be able to ensure that a particular folder is not overloaded with files and that every document is organised.6. Consider making digital copies of paper documentsPaper documents requiring physical storage space can be converted into digital copies using some document management software. Turning paper documents into digital soft copies can also help businesses save on storage space costs. Paper documents can —in digital form— either be stored in a computer system or uploaded to cloud storage.What are the benefits of digital document organisation?Switching from physical document storage to digital document organisation might benefit businesses in many ways. Given below are some of the benefits of using a document management system.Some advantages of online document management systemsHow can you manage your documents effectively?A centralised file management system might help businesses stay organised. According to Scissortail, ‘ getting organized is your first step to tackling information overload’. An ideal document management system should contain all aspects of managing files, such as uploading, sharing, retrieval, security, and backup. Initially, switching from a manual documentation process to software might be challenging. However, after you finish the transition, you may find the online document management process well-aligned with your specific business requirements.Looking for document management software? Check out our catalogue\! ## About the authors ### Anna Hammond Anna was a content analyst for GetApp. ### Ojasvini Ojasvini is a content analyst who specializes in finding the best software options. 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