As part of our ongoing commitment to providing legal documentation for organizations and individuals, we wanted to create a blog post with 5 tips for legal documentation that will save you money in the future says, William D King. We hope this article helps you on your path toward getting organized.
If you want more information on why organization is so important, check out our recent blog post on the topic.
1. Consolidate Your Records
If you have a filing cabinet with stacks of papers, an office full of folders and loose documents, or even a closet that is jam packed with boxes then it’s time to do something about it! All of those old tax returns, financial statements, invoice, and receipts are just taking up space. What you need to do is consolidate all of your records into a digital storage system. If you haven’t organized your paper files by now then chances are good that they’re in disarray or have been shuffled from one container to another for years. It would be nearly impossible today to find what you’re looking for if someone were to ask you where certain records were kept since they are likely mixed in with other files or hidden on the bottom of a stack.
Consolidating your paper records into an electronic filing system is easy. All you need to do is make copies of your documents, put them on a flash drive, and import them into an online storage service like Drop box, Google Drive, We Transfer or Microsoft One Drive. You can then create new folders that are appropriately named so that it’s easier to find what you’re looking for in the future. Once your new digital filing system is set up all you have to do are place documents inside their respective folders when they come in through email or snail mail. You’ll never have to worry about misplacing another document again since everything will be safely stored online so long as you have a consistent internet connection.
2. Organize Your Receipts and Other Business Records
Another benefit that online storage services provide is the ability to back up your important files in case something happens to your physical copies of documents, like if they’re destroyed by a flood or fire. If this were to happen then it could easily cost thousands of dollars to replace what was lost, especially if those records contained sensitive information about your customers or organization. It’s also important to make sure you don’t lose any tax breaks from filing those documents as well as maintain an organized inventory of assets which can be hard when you have hundreds of receipts stuffed in various places throughout the office! By using digital storage services for business records and other papers. You can take it easy knowing that your business’s most important documents are safely store and back up in an accessible location says, William D King.
3. Store Legal Documents, Financial Statements and More in the Cloud
Storing all of your legal, financial and other business records in a secure online storage service is also a great way to stay organized for tax season! All you’ll have to do is log on to your account from any computer or mobile device so long as it has internet access. From this single portal you’ll be able to update the information contained within those files with ease regardless of where or when something changes so long as there’s an active internet connection. For example; if customer information changes like their address then simply updating that field will automatically synchronize everywhere else they’re store.
4. Organize Your Personal Documents
Even individuals who live alone can benefit from using secure online storage services. By organizing documents like photos, videos, tax records, etc. into one place. For example; let’s say you want to back up and reorganize your digital photos and videos. In a way that’s easy to find and view whenever you please says, William D King. All you’d have to do is upload copies of those files. From your computer or another mobile device directly into the cloud. Where they could be organize through metadata. Like when they were by who (if applicable), give them titles that make sense. And then create new folders to keep everything nice and tidy! Whether it’s for business, personal use, tax season, backing up files. In case something happens to them, etc. There are several benefits associating with using an online storage service so long. As you utilize their features correctly!
5. Share Documents, Photos and Other Files
A helpful feature that online document storage services provide is the ability. To share files with friends, family members, or business colleagues says, William D King. For example; let’s say you take a great photo at your friend’s wedding but they didn’t hire a photographer. So you upload it to an online file-sharing system where they can download it whenever they please! Or maybe you work for a small business that needs to keep track of their inventory. But doesn’t want to buy additional software just yet. Instead, simply use one of these free services as your online storage solution. And then utilize their file-sharing features by uploading digital copies of those documents directly into the cloud!
The 5 benefits of using secure online storage services as your business’s document management system include:
Organizing and securing company records, legal documents and more.
Safely backup all business data in case something happens to the physical copies of files.
Maintain an organized inventory of assets for tax season.
Easily update important information from anywhere with an internet connection once it changes!
Easily share documents, photos and other files with friends, family members or colleagues.