Keeping documents findable.
WHY IT MATTERS
Documents are requested urgently, and paper is lost.
WHAT TO DIGITISE
Every certificate Every filing receipt Every payment reference Licences and permits Contracts Statutory registers
HOW TO ORGANISE
By category, then by year.
WHAT NAMING CONVENTION TO USE
Date, body, document type, reference.
WHY
It makes files findable without opening them.
WHAT FORMAT TO USE
Searchable documents, where possible.
WHY
Scanned images cannot be searched.
WHAT TO KEEP IN ORIGINAL FORM
Certificates and executed agreements.
WHY
Originals are occasionally required.
WHERE TO STORE DIGITAL COPIES
Somewhere backed up, and accessible to more than one person.
WHY MORE THAN ONE
A folder on one machine is a single point of failure.
WHAT TO PROTECT
Access, since these documents enable impersonation.
WHAT TO BE CAREFUL WITH
Identity documents stored casually Copies circulated by message
WHAT TO MAINTAIN ALONGSIDE
An index listing what exists and where.
WHY
It is what someone else needs if you are unavailable.
WHAT TO REVIEW ANNUALLY
That the index is current and the backups work.
WHAT TO TEST
Finding a specific document quickly.
