How Xerox DMS Helps In Managing And Saving The Record Conveniently?
- Debra Wood
- May 31, 2017
- 2 min read
Managing all the files, documents containing information and data of a company is a tough and most important task. Because any negligence or any information lost or leaked not only costs the firm a lot in terms of finances but also hurts the credibility of it big time.
As we all know that data is gold and no company can afford any negligence on its hard earned, gathered and well sought out data. According to experts the only need is to be organized and the steps below can also be very beneficial for in this regard for any business in UAE.
Labeling of files:
If you as a company have opted for the latest Xerox Abu Dhabi based document management system then the staff needs to label or name all the files accordingly. This enables all the workers to locate the files quickly.
Each and every file should be labeled or numbered so no one faces any difficulty especially the new ones.
Dates and abbreviations:
Labels should also include dates and it should be labeled in a way that the staff can find the file without opening it. The abbreviations used must be clear to others as well, if they aren’t then the labeling is of no use.
Main folder:
All the files must be stored in one folder and then sub folders must be used to maintain specific files and documents. It must also be made sure that no files are misplaced or deleted accidentally.
No folder layers:
There isn’t any need of creating a of folder layers in the main folder. Folders must be soughed by the projects, clients etc. and their sub folders must contain things like reports, applications, billing, receipts, cheques and anything related. This makes it easy for others as well.
Specific order:
It must also be made sure that the folders are arranged in a specific order which makes it convenient for all the employees to locate them. Numbering or alphabetically arranging them can be beneficial for all.
Create archives:
Xerox Abu Dhabi based document management system enables the companies to create archives of the older folders. This makes sure that the files and folders that are presently in use are accessible easily by all the concerned people of the organization.
Backup system:
It must also be made sure that files and folders are backed up regularly so that no important piece of information is lost.
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