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Having sound document management practices requires more than a file hierarchy structure. It is important to clarify document-naming conventions, record retention, and permissions as well as how to develop a maintenance process. Once these guidelines have been documented and approved by management, the staff should then undergo formal training on how to use the new system. Creating clarity of how to manage, organize, and file data is an essential step in becoming a paperless office. When it becomes easier to find data electronically versus paper, you know your organization has achieved a successful file structure and set of guidelines.

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