Smart digital content platform

Smart Digital Content Platform

Top Tips for Organizing and Labeling Your Electronic Documents

We tell you our tips for document organization and lay the foundations for a more collaborative and effective digital environment.
Consejos para Organizar Documentos / tips for document organization
Picture of Manuel Aguirre

Manuel Aguirre

When information flows at breakneck speeds, efficient electronic document management becomes essential. In this article, we’ll unravel the best tips for organizing electronic documents, boosting productivity and facilitating access to key information. In addition, we will explore best practices and those you should avoid to maintain consistency and efficiency in your document management system.

Tips to Organize Electronic Documents

What You Must Do
What to Avoid
1. Logical structure
Establece una jerarquía lógica que refleje la estructura de tu negocio. Divide por función, departamentos, proyectos o tipos de documentos para facilitar la navegación. Depending on the tool you use to store and manage your documents, you will have different possibilities for organizing your documents, for example, in Athento you can use the Spaces, as well as folders or fields to represent this logical hierarchy or Classification Table. In this article we tell you how to create a Athento Ranking Chart.
Do not create an overly complex folder structure. Simplicity facilitates the search and avoids confusion.
2. Consistent File Nomenclature
Adopt a consistent nomenclature for your files. Include dates, descriptive names and versions if necessary for easy identification. In Athento, for example, you can use field values to give your documents a standardized title. For some types of documents or records it is advisable to use a unique code that allows them to be located unequivocally. A classic case is the documentation that enters the company from outside (entry record or correspondence filing). For these types of documents you can use autoincrement fields.
Avoid generic names or confusing abbreviations. Clear nomenclature avoids misunderstandings and waste of time.
3. Uses Metadata and Tags
Take advantage of metadata (fields) and tags to categorize your documents. Facilitates search and classification using additional information.
Do not underestimate the importance of metadata. The lack of additional information can slow down document retrieval. This is crucial in systems with large volumes of documentation, as full-text searches are less efficient and more resource-consuming than field-specific searches.
4. Avoid personal folders on local equipment
Use a document management system that allows you to define routes on which you can define access management. This will allow you to collaborate with your team, while ensuring document security.
Never leave important documents in personal folders. Collaboration is key, and shared folders facilitate this process.
5. Performs Periodic Audits
Schedules periodic audits for review structure and effectiveness of your organizational system.
Do not neglect the regular checkup. Organizational needs may change over time.

In addition, in the organization of electronic documents, it avoids…

  • Do not leave documents in default folders: leaving documents in default folders without proper classification makes their retrieval difficult.
  • Don’t rely on folders alone, use metadata: using metadata expands the possibilities for searching and sorting.
  • Don’t forget to set access permissions: Ignoring permissions management can compromise the security and privacy of sensitive documents.

Organizing and labeling your electronic documents is not only an administrative task, it is an investment in efficiency and productivity. By following these tips and avoiding counterproductive practices, you will not only upgrade information accessibility, but also lay the foundations for a more collaborative and effective digital environment.

Implement a document management system that adapts to your needs. Athento is a great alternative for executing these good practices in document management, since it has benefits such as:

  • Operational Efficiency: Streamlines document capture and management, reducing time spent on manual tasks.
  • Process Automation: Create automated workflows for faster decision making and fewer errors.
  • Security and Compliance: Offers advanced security features, ensuring the integrity and confidentiality of documents.
  • Enhanced Collaboration: Facilitates shared access and real-time collaboration, upgrading internal and external communication.
  • Adaptability and Scalability: Scalable and adaptable to the changing needs of your company, allowing a gradual implementation.
  • Analysis and Reporting: Provides analytical tools to evaluate system performance and optimize workflows.
  • Integration with Other Tools: Easily integrates with other enterprise applications, upgrading consistency between systems.
  • User Experience: Focused on usability for easy adoption by employees.
  • Technical Support and Upgrades: It has a strong technical support team and regular updates for optimal performance.