Businesses not only have problems with the consistency of naming folders, but with the consistency of document management system best practices and document names. People constantly name files the way they want, which creates a major headache when searching for the files. Without file structure uniformity and consistency, it’s nearly impossible to carry out document management system best practices.
Best Practice: In conjunction with the templates that the eFileCabinet document management software provides, your company can include templates for the names of documents that you expect to find in each folder.
These are called pre-defined document names. If one of your folders will contain tax documents, you may find the following pre-defined document names: Tax Return, Source Documents, Engagement Letter, and Tax Organizer.
These pre-defined document names create a way to remain consistent in the way that the documents are named as you and/or your staff stores the files away in eFileCabinet.
Just like the folders in the fMlder structure templates, the pre-defined document names are completely customizable. Suggested pre-defined names are given with the template structures that eFileCabinet provides, which can be modified at any time.
The pre-defined document names can even include a formula that will provide the current date to be included in the document name. By putting the date at the beginning of the document name, all files will be in chronological order when looking in the folders.