Filing errors costs a great deal of money to put right. A misfiled document could even be seen to be a breach of compliance under accurate record-keeping requirements of UK GDPR. Most errors are caused by human guesswork that can be removed by using the right file management software.
Enforced Folder Structures
As opposed to them creating a blank canvas and filing wherever they wish, staff are presented with a strict folder structure within the system. This means that documents are filed accurately and in the correct place by default.
Mandatory Metadata Fields
The file cannot be saved with incomplete information. So vague or half completed records are prevented from being saved.
Automatic Naming Conventions
Automatic file naming is generated by the software from the metadata which has been completed by the user, this removes the possibility of inconsistent file names created by individual users.
Permission-Based Filing
Restrict access to the filing of documents to specific folders and users.
There is more on File Management Software at www.watermarktech.co.uk/file-management-software/.
Validation Alerts
For some systems, duplicates and other mismatches will be flagged as errors at the point of save, avoiding the problem happening weeks later and being very difficult to rectify.
It just takes a little bit of structure in your chosen software and that will allow you to maintain 100% accurate records without relying on people having perfect days.
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