Week 5 Day 5 Action Items

Day 5

• [ ] Explore strategies for regular record reviews.
• [ ] Identify areas where your record-keeping system can be improved.

Yesterday, we established a review schedule for physical documents. Today, we are establishing a review schedule of digital documents. A sample schedule is provided below.

Daily Process:

1. Inbox Management:
   • Emails: Organize and archive emails, deleting unnecessary ones.
   • Cloud Storage: Check and organize files in cloud storage platforms.
2. Document Scanning:
   • Receipts and Paper Documents: Scan and upload any physical documents received.
   • Digital Files: Ensure digital files are correctly named and organized.
3. Backup Routine:
   • Automated Backup: Confirm that automated backup systems are running smoothly.
   • External Drives: Back up critical files to external drives if necessary.

Weekly Process:

1. File Review and Organization:
   • Folder Structure: Review and adjust the organization of digital folders.
   • Renaming Files: Ensure files have clear and consistent names for easy identification.
2. Task Management:
   • Task Lists: Review and update digital task lists related to document management.
   • Scheduled Reminders: Check and follow up on scheduled reminders for document-related tasks.
3. Collaboration Platforms:
   • Team Collaboration: Check and respond to any messages or updates on collaboration platforms.
   • Shared Documents: Ensure shared documents are up to date.

Monthly Process:

1. Security Check:
   • Access Permissions: Review and update access permissions for sensitive documents.
   • Password Update: Change passwords for digital storage platforms and document management tools.