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HP Tech@Work

Today's trends for tomorrow's business

Data Organization in 10 Steps

Reading time: 3 minutes

Sanity tips for clearing the clutter

Do you want a little more organization in your business? You might start by organizing your data. Anytime is the right time to bring some order to the chaos.
Cleaning out files, digitizing documents, implementing cloud storage, and developing better organizational systems are just a few ways to improve your business efficiency. Here are 10 steps you can take now to get your business in shape.

File Organization Ideas

Clean out your files. Whether it's physical file cabinets or digital folders, weeding out the documents you no longer need frees up space. It also helps you identify missing items, duplicate items, and areas that could be better organized. For documents containing sensitive information, such as customer data or financial figures, be sure to shred paper versions and properly delete digital ones.
Get a grip on paper. Some documents still need to be printed. Invest in a high-speed printer so you can spend less time printing and more time getting organized. Printer management services that help you manage your printers' workflow can also help you reach maximum productivity. Finally, upgrading to printers with mobile printing capabilities ensures your team can print from anywhere, saving tons of time.
Digitize documents. Scanning documents and storing them in the cloud not only saves space but also makes sharing information simple. Choose a scanner that best suits your needs and budget. Features such as automatic document feed and double-sided scanning will streamline the process. Some scanners also let you send scanned documents directly to the cloud. Is office space at a premium? Then look for a small-footprint scanner or a multifunction machine that prints, copies, faxes, and scans. Make sure your scanner can handle any special needs, such as scanning a variety of different-sized documents, large-format documents, or high-quality color scans.

Mobile Organization Ideas

Monitor your mobile devices. Mobile devices make it easier to stay organized. When you can access and save data anytime, from anywhere, you can feel confident you always have the latest version of a file. Make investments that enhance your team's mobility, such as one of HP’s high-performance laptops that will help them work efficiently wherever they are.
Organize your software updates. Managing, tracking, and maintaining your team's mobile devices and their ongoing updates can be overwhelming. Simplify matters with HP Services, which help you secure and manage multi-OS devices and proactively identify and mitigate IT issues; plus, HP Service Experts can perform routine tasks like endpoint management for you.

Data Security Ideas

Secure your data. Data security should be top-of-mind for any business owner today, but data security risks are constantly changing. For instance, did you know your printer could be the weakest link in your security system? Printers with built-in security features can guard against hackers (take an assessment to find out if your printers are vulnerable to attack). Improve your computer security by choosing laptops preinstalled with security features to protect your data such as self-encrypted drives and privacy screens.
Know when to get data security help. Got questions about organizing and protecting your data? Looking for new solutions to help, but don't have the time or expertise to investigate them yourself? Subscribe to an IT support service so you can get assistance, advice, or troubleshooting whenever you need it.

Office Organization Ideas

Use an organizational system that makes sense for you. If your approach to data organization is no longer working for your business, develop a new system. Get input from your team to choose the best solution for things like file naming conventions, folder organization, and controlling data access.
Keep on top of things. Now that you're organized, make it a point to stay that way. Use your new organization systems—soon, they'll be second nature. Set aside 15 minutes at the end of each week to file documents, purge outdated materials, and get organized for the week ahead.
Find tools that help you stay organized year-round. Shop new business technology today.

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