Most information used and exchanged in business today comes in electronic
But unlike physical documents, which are generally stored
in central filing structures that
employees can easily access, electronic documents tend to
be stored according to each
user’s preferred filing method, with many choosing to keep
documents on their personal
space within the network drive. This often makes it difficult
for other users to retrieve the
information they need to do their jobs, and also results in duplicate files and confusion over which versions are most up-to-date and accurate. Consequently, organizations lose thousands of dollars a year because of errors and reduced productivity. They may also be at risk of non-compliance with federal and industry regulations and leave themselves vulnerable in the event of litigation.
An electronic filing structure can minimize these losses and risks. Like a physical filing structure, an electronic filing structure organizes electronic documents in a central location within an organization’s network drive, making it easy for users to retrieve information and enhancing regulatory compliance.
This guide was created to help you develop and implement an electronic filing structure for your organization. It is the culmination of ideas from the author and experts in the field of efficient information management. Recommendations from this guideline can be incorporated into your organization’s Records Management Policy and Procedures.
Need help implementing an electronic filing structure? Call on the experts at My Office Planning Group today!