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Managing paper documents and using an inefficient computer system can be extremely difficult, particularly when you need to share, modify, sign, or transfer important contracts or agreements quickly. If you’re looking for an organizational solution to help manage the large volume of files and documents within your organization, start by making it easier for yourself and your team by switching to cloud storage. With cloud file management, you can transfer your entire organization to a centralized location where your team can efficiently collaborate on content without wasting valuable time searching for files.

Success in using cloud services largely depends on how your teams organize files and content in the cloud. While using a cloud solution can be the answer to many of your organizational problems, it’s important to choose the right one that meets your business’s needs and keeps your content secure. Your company likely needs multiple ways of storing and organizing files, so choosing a cloud platform that doesn’t offer this flexibility could bring you right back where you started — poor organization and more downtime.

It’s important for company to have a solid management system in place. A document management system (DMS) is a strategy businesses use to store, manage, track, and control the flow of files and documents. The purpose of a DMS is to let users modify, recover, and archive documents as necessary. A DMS often uses cloud computing technology and cloud storage to enhance security and reduce the risk of lost files.

 Cloud-based document management allows you to:

• Digitize your files
• Use security controls for verification
• Enable e-signatures
• Quickly share documents, no matter how large
• Restrict access to certain content
• Use cloud backup to restore or recover data when necessary
• Enhance collaboration and accelerate workflows between on-site and remote teams

Important steps to remember about file storage.

1. Develop a folder naming system

One of the first steps you should take when developing a file system is properly naming your folders so you can organize files and retrieve them quickly when needed. If your organization has many different departments, naming your folders with the department name or relevant keywords can be helpful. While the cloud will show you the date of a file’s or folder’s creation, keeping information organized by name can help you and your team quickly search for a specific document.

2. Move your files

Drag your documents and files to their assigned folders. You can select multiple files at once to make this process easier.

3. Assign tags

Another tip for keeping track of your files within the cloud is assigning relevant metadata tags to each one. By right-clicking on any file, you can generally select the option to add descriptors that will help you properly index your files. Whether you add a subject, category, title, comment, or tag, it will enable you to later search for keywords within your content.

4. Create subfolders

Managing a large number of files and documents can be stressful if you spend half the time trying to find them, so creating subfolders within your folders can eliminate this struggle. Subfolders make it easier to find a document within a folder of the same topic or assignment. Keep in mind, you should use the same naming system for your subfolders as your original folder.

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You can read more about Keeping Cloud Organized here.

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