Have you been exhausted from an overload of paperwork that you needed to revise, update, and reprint from time to time? Why not switch to a paperless office. A paperless office was a publicist’s slogan and 1975 Business Week article prediction, intended to describe the “office of the future.” Paper can be time-consuming in arranging multiple sort arrangements and challenging to track and update. The people behind this idea thought a paperless office is a great innovation to produce a single-source collection, distributed database updates, and a publish-subscribe system.
The COVID-19 pandemic opened various alternative and new innovative ways to continue our daily lives. Countries use the power of technology to embrace changes and surpass these challenges. As a result, social media and other online platforms are in demand since it is a contactless interaction and is advisable by medical authorities. All transactions are exchanged via emails, chats, calls, and virtual posts. That’s why E-documents are convenient these days.
What is an Electronic Document?
Electronic documents refer to digital forms of text, sounds, software, data, or databases. It has various features such as compress PDF, PNG to JPG, file encryption, etc. These E-documents are stored internally on computer software or web applications, designed to manage files conveniently. It is used for business transactions, emails, and trading partnerships in which information is exchanged via machines or devices. The improvement in electronic visual display creates a better performance to reduce paper consumption, which tends to view documents on-screen instead of printing. It produces an outstanding workplace since you can effortlessly manage several documents in one place while maximizing storage and time. Say no more to misplaced papers and endless printing, because E-documents are your new companion!
There are several supported online software for creating, editing, and storing your E-documents, but you must first understand how to handle these documents. Here are five tips about E-documents to get you started.
5 Handy Tips for Electronic Document Management
1. Create your E-documents with the Correct File Format
There are different types of file formats with specific content and purpose. Some are for charts, pictures, videos, sounds, and other graphic elements. When you create a document, think thoroughly about the suitable file format for your project or file so that missing elements and file transfers are not an issue. Quick research on the types of file formats could help to familiarize yourself with the types of file formats. Knowing the correct file format to work with is essential in handling E-documents to prevent confusion on file extensions (.docs,.ppt, .xlsx), leading to mixed-up and misplaced files.
2. Organize your E-documents with Labeled Folders
E-folders are a helping tool for space savers and presentable documents. This tip is a life-saver to prevent jumbled documents because you can effortlessly search and locate them using their designated folders. Keep in mind that it does not go by a folder with all the Word documents and another folder for PPT presentations. Arranging E-documents is a common mistake in handling various files. It would help if you categorized E-documents according to their function, not format. Locate your files with specific names and dates to easily view them without opening and scanning the whole folder. It is convenient, saves time, and increases productivity. An intelligent way to manage E-documents is to handle them in an organized manner!
3. Work Efficiently With Compressed Documents
Compressed E-documents aim to store more files in your available storage space without costing an additional disk. File compression is reducing the file size through the number of bytes that a document contains. It is the same as the original file but minimizes storage consumption to produce a more accessible file. There are various benefits of having compressed files, such as free up disk space, optimizing backup storage, transferring email effortlessly, and improving transmission speed. You don’t have to sacrifice and delete to free up your space with the help of file compression. Sharing any E-documents is not a problem anymore with this technique. There are several online software with file compression services that you can use. GogoPDF is one of the recommended software. Feel free to explore it!
4. Be Alert on Managing Share Files
Several documents are confidential that only selected person/s are allowed to view and edit. This is commonly applicable for medical and business transactions; that’s why it is necessary to manage the accessibility of your documents. Secure E-documents is also an enormous help to prevent phishing, scams, and leaked information. Here are suggested ways to have safe files: Create a shared drive and assign person/s for viewing, editing, and sharing the files. You can also use file encryption and only give the encryption code to those who have the right to access it.—supervising your E-documents functions to check suspicious actions and prevent potential threats. This technique is handy for those who work with teams, and it also reduces network traffic.
5. Set a Strong Security
File encryption protects your documents by securing documents with a password. There are various benefits of secure E-documents like the safety of personal and shared data, protection of sensitive documents, and increased protection against viruses and spyware. Here are some tips for securing your E-documents: It is not advisable to write your password on any paper around your desk; you can note or store it in a safe place. The longer the password, the better. Think carefully about setting an encryption code to prevent any hacking incidents. Set some rules for your colleagues, such as only access to the documents if necessary and strictly protect the password. Follow these encryption tips for your E-document’s privacy, safety, and protection.
Proper management of your E-documents could ease stress, difficulties, and other circumstances in your workspace. It saves time, storage and promotes a paperless environment. Keep in mind to include work ethics, obligation, and discipline in handling any E-documents. Work efficiently with E-documents by sharing this article with your colleagues—the more manageable and secure, the better.