We can quickly access the information we need thanks to well-organised data. The majority of us have created our own systems for organising data, and some of us are quite adept at it.
We feel more in control and are less anxious when we can access information when we need it. By reducing time and effort wasted when looking for the needed information, it also improves our efficiency (increases production). Here are a few steps that can be taken to become more controlled and structured.
Transform Paper Data Into Digital Format
In comparison to data in printed form, data in digital form is simpler to organise, transport, and search. When you really need them, papers mysteriously disappear. That’s been my experience, at least. While looking for data in electronic form, it is relatively simple to search thanks to computer-based search algorithms. When you just need to have the copy of a document 99% of the time and not the original, the goal is successfully accomplished.
Employ Smart Scanning Technique
High speed scanners are recommended because they can save a lot of time compared to slower scanners. Mobile phones can also be used as scanners to quickly and accurately scan documents.
Scan All Documents
Do not scan only some of them. Selective document scanning is not the best approach, as information that may seem inconsequential at the moment of scanning may subsequently be needed as a reference. A massive volume of data collected over time can offer information that is difficult to see using a limited data set.
Adhere To A Structured Naming Convention
To enable effective search, scanned files must adhere to a hierarchical naming scheme. Also, the directory layout one uses must be flat and should do all in its power to avoid several directories from being nested inside of one another. Both folders and files need to have names that will be stacked in order with the date on a computer or smartphone. You can. Also employ a data annotation platform for organisation.
When searching for documents, it is important to focus right away in the appropriate area of the mass, since failing to do so may cause the file to become muddled and lost in the vast mass.
Adopt A Strong Data Storage And Security Plan
A strong client side encryption programme should be used to encrypt all scanned files (e.g DiskCryptor, BoxCryptor etc). No file should be saved without encryption, not even filenames. To enable effective search when necessary, a computer must always have an offline copy of all scanned data.
Unencrypted files are dangerous because they can be quickly recovered by a skilled hacker even though you trash the file or reset your phone to factory settings. A Fuzzy name matching can be used to match names for security purposes. Moreover, cloud storage is crucial to preventing data loss in the event of missing devices or severe hard drive failures.