Whether your professional membership association has been around for decades or has only just been incorporated, trying to manage an ever-growing number of files can be overwhelming.
A well-structured digital filing system is crucial for productivity, efficiency, and also for peace of mind. Having a clear filing structure in place will save time and reduce workplace stress.
We’ve seen firsthand the chaos caused by poor filing structure, or even no structure whatsoever, so it’s worth spending the short amount of time it takes to get organised and future proof your records.
Understand Your Needs
What does your organisation do? Do you mostly work on large projects with a need for a more detailed hierarchy of files, or are you mostly working on simple tasks, where you can depend on a simpler structure? Identifying your priorities will help you tailor a system to your unique needs.
Logical Hierarchy
It’s best to fool-proof your filing system. A logical folder hierarchy is the backbone to any good filing system; anybody involved with your association should be able to log into your system and find the file that they are looking for.
Start by planning a top-level of folders, starting with general categories – these can include items such as “Finance”, “Events”, and “Images”. From there you can create subfolders, for example “Invoices”, “Booking Forms”, and “Logos”.
The key is to be consistent in your labelling. Stick to top-level folder names which make sense, from there you can start to expand with more information the further you navigate deeper into subfolders. Overly complex structures can be hard to maintain and navigate; you should aim for clarity and simplicity, ensuring that both new and old files have a designated space within your hierarchy.
Useful File Names
It may seem like a no-brainer, but you’d be surprised how many people either do not name their files, or use names such as “scan 1”, “scan1edited”, “scan1edited2”. Names likes these don’t help others identify what is contained within the file, and do not help when others collaborate with you.
Instead use file names which describe exactly what is contained within the document, e.g. “MeetingAgenda_June_2025”. File names should include key information such as dates, details, and version numbers. This will help you to quickly identify files, and significantly reduce the time spent hunting for the document you are looking for, enhancing overall efficiency.
Use Technology
With the use of different software packages, you are able to access files from anywhere, across multiple devices, and remotely control who can access the files. It’s useful to have the ability to create workspaces specific to each member of your team, so that they can work at their convenience without the inconvenience of relying on others availability.
Research which software would suit your organisation the best and take note of key features that they offer such as collaborative editing, automatic backups and filesharing.
Our FREE Structure Template
We compiled a list of vital categories your filing system should include, allowing you to future proof your organisation. Subscribe to our mailing list HERE to gain instant access!