The Importance of Having an Electronic Filing System That Anyone Can Use.

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I bring this up because of a recent incident with a client, not to point fingers at one person but this happens often with new clients. This just happens to be the preverbal last straw.

I should first clarify what I mean by an “Electronic Filing System”…

I am not talking about some software program that is a “must” have. I am talking about the way you file your documents and such within your computer. Specifically photographs and promotional pieces you have or are using for your company.

Most medium to small business owners will just file their photos and promotional pieces in a folder, or multiple folders, that make sense to them. For example: brochure final copy or brochure final, (this along with several other folders labeled very similar was exactly what I got from a client recently). Each folder held data for that particular brochure he wanted us to update; unfortunately none of them were the current one in use.

While it might make sense at the time to just quickly label folders, files, docs and pictures this way remember that your goal is to grow your business and that means eventually someone else will need to use these files. So here is a simple way to keep your files user friendly. (as well as keeping your Marketing Agent sane).

Have several folders within folders, the main folder can be named “Promotional Material”. This folder would then hold several folders named, “Direct Mail”, “Tri Fold Brochure” and “Sales Sheets” or something like that. Then each of those folders would have folders. Let’s take the Tri Fold Brochure, since that was the most recent problem I had. Within the folder you would then have folders that are dated, Tri Fold Brochure 021503. This folder would contain everything needed to recreate the Brochure. All pictures all text docs all logos, everything.

Now when you want to do any changes, or have your designer do any changes or updates you can copy this folder and give him all the data he needs. When you get the new or updated Brochure file then make another folder labeled with the date and this would be a new folder within the Tri fold Brochure folder. Again it would contain everything used to create this current brochure. If you reuse docs or pictures from the first brochure just copy them and put them in this folder. This way you or your designer will not have to hunt for something later.

Example: