Everyone knows how difficult it is to find the file once it’s entered the black abyss we often refer to as a file cabinet. Even the most astute filing clerk occasionally loses (or at least can’t find) a file. Online, the problem may be magnified by a lack of keyword comprehension. Solving the problem for paperless office systems may simply mean using keyword search optimization in a more effective manner.
Just sharing the details of changing organizational styles and adding keyword search optimization for operating a paperless office, no matter what you office does. Whether you manage a law firm, create websites, or just write articles, this process works.
Creating a list of keyword specifics would be helpful in most offices. This list should be printed (even in a paperless office) so each person can locate files online. All files, online or offline should be cross-referenced by two or three methods to make locating the file easier. (Seriously, nobody will remember the case number!)
— Topic of case – using the main topic of the file/case, you should be able to pull up ALL files, of all clients in that particular type of case. You may not be able to remember that the Genealogist was Toby Rogers who specialized in building a legacy, but you remember that he was a Genealogist. So you search for Genealogy and twelve clients come up, only one is building legacies. That would be Toby Rogers.
These ideas may be more effective for law offices than a web development company, but I use them regularly for managing my client accounts both online and in my files. The best part of using these tips for managing your files on the computer is the real time saves searching for files. Whether my secretary arrives on time or not, I can generally find files in my home office. (My secretary isn’t often there. She shows up about once a month to file what paper documents I do save. Great lady, by the way!)