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File Storage- the Key to Business Organization
by Fred Scatt
http://www.fastorage.com

Businesses thrive on files. If you own your own business,
you can attest to the hundreds of files your business has
accrued over the lifespan of the business. These files can
be both electronic and hard copy (paper), but both formats
create a similar problem~storage. It is not surprise
organization is the key to storage. Being able to know
exactly where the file you are looking is stored is
critical to maintaining a proper storage system.

For those who use electronic files, the labeling of those
files are crucial. A clear and concise labeling system
can make finding files easier and quicker. It is important
that everyone understand and adhere to the labeling system.
You will want to come up with a specific naming system
and go back and correct all files that have not yet been
named within the system. You can create folders that will
house files on the same or similar topics so it is even
easier to do your file searching.

You will want to make sure you back up these files
regularly in case you have computer problems or get a
computer virus. Storage of the backup files should be on a
different computer or network and not on the same computer
in a different folder.

Keep in mind that any files stored on a network are public
and anything you want to keep confidential should not be
kept on a network drive if avoidable. You may consider
using an exterior hard drive to store your documents. The
same hard drive can be shared by multiple computers which
help effeciently transfer large documents rather than using
other means to transfer and share large files.

For hard copies, or paper document that need to be filed,
it is an excellent idea to build on the naming system you
put in place for electronic documents. Ensuring your files
are clearly labeled and meticulously organized will ensure
success for your organization attempt. Be sure to store
all files in a climate controlled environment far away from
the threat of dampness or water. Paper will easily be
ruined is submitted to wet conditions, either by the water
or by fungus and mold. For this reason, important hard
copy files should be kept in an environment free of water,
such as an office or a closet.

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