Three Useful Document Classification Practices You Must Try

January 13, 2019 | No Comments | Written by Elizabeth T.

Today, almost every aspect of our lives is governed by the use of digital media and technology. Thus, the number of soft documents that we need or the documents that we create and use every day bigger and bigger.

While on the one hand, document classification on mobile or laptops allows us unending space unlike with physical documents, the problem today is that most of us are buried under a sea of unorganized documents such that wading through data storage becomes a confusing and frustrating experience.

Three useful document classification practices you can try in order to make your data storage cleaner and more accessible are:

1. Set a Specific Place for All Your Documents and categorize clearly
The first good practice for document management is that all your documents should be found in one specific place. Do not use multiple locations for your documents of the same type because this will cause confusion. Having the same source for all your documents adds ease and also streamlines the process of accessibility.
Make folders for different categories. Once you have separate categories for different kinds of documents that you or your company creates and uses, your document storage space would immediately de-clutter. Have as many categories as you need. Also, name your documents in short and precise manner describing what is stored within.

2. Stay Updated on Archiving Unnecessary Files
With endless storage possibilities, most of our data storage systems become a cesspit of out-dated and unnecessary files, which we do not need any more but we deign to archive and especially, delete. A huge reason for this is sheer laziness and procrastination. But staying updated on archiving your files can remove a lot of chaos and lead to more efficient and readable document organization. Just because you have space, you don’t have to keep unnecessary documents in the forefront forever. Just like you would have cleared out physical files and folders, you need to inculcate the same practice for your digital documents as well.

3. Use Cloud-Based Applications for Storing Documents
This is less a document classification practice and actually more of a document classification solutions. Using a cloud-based application for storing documents provide ease of use with the benefit of the organisation. In some cases, you can create notes and documents with the help of these applications, while in other cases, you can sync your local documents to the app cloud. This rids your device of excess documents while ensuring that your files are backed up and organized in the cloud. These apps tie accessibility with efficiency and document management.
For people with businesses, these apps can rationalize between different categories of documents, whether it is employee history or payment record etc. Shuttling between one category of document to another is simplified and made easier by using these digital technologies. The ease of using sophisticated search function is also a big bonus for these.
Remember that the biggest hurdle against having neatly categorized documents is your own motivation. So start today and start classifying away for better document management.

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