Are you in the midst of spring cleaning? Your homes and offices aren’t the only spaces that should be getting a refresh for the new season. It’s also a great time to evaluate your cloud system to make sure it’s organized and still functions for your needs. Here are three policies you should implement to help your cloud system get organized.
Digitize everything.
If your office still uses a paper filing system, it’s time to start digitizing. While you don’t have to go out and destroy all your paper files in favor of a more technologically savvy option, you should consider making digital copies of everything and adding them to your cloud system, like Microsoft 365. Not only will it help keep everything organized and in one place, it also adds an extra layer of protection to your organization’s filing system in case of a natural disaster — like a water leak or fire or a cyber-attack like Ransomware.
If your business or organization uses a mix of paper and digital files, you have even more of a reason to digitize and move your physical documents to the cloud. This will ensure all of your documents and files are in the same place. By using a singular platform, like Microsoft 365, your team won’t have to worry about going on a search around the office to find documents they need for meetings or new projects. If your office operates remotely or uses a hybrid model, you’ll also be making it easier for everyone to have access to documents when they aren’t physically in the office.
Develop an organizational strategy document.
If you’re working with a team, it’s important to make sure that everyone is filing documents in your cloud system the same way. With a process in place, everyone in an organization should be able to easily access the information they need — even if they weren’t the ones to originally create and store the files.
An organizational strategy document will give your team guidelines to follow with adding information to your cloud system. It should include everything from how to set up and organize files to how to name individual documents. You could even consider setting up a shell filing system for your team members to refer back to when creating new folders. Your shell folder could also include document templates for your team to refer to when creating new content.
Regularly check in to make sure your filing system works.
Your cloud system filing policy is only as good as it is enforced. This means that if you have a policy on how to organize files in your cloud system, you need to make sure that people are continuing to follow it. Having regular check-ins is a great way to ensure that everyone is still on the same page. Whether you check in on your system monthly or quarterly, it’s an important step in the organizational process.
If you’re looking to give your cloud system a refresh this spring, ProTech is here to help. From finding the perfect system for your specific needs to making organizational recommendations, our staff is ready to help. Give us a call today to set up a consultation.
