In physical archives, folders can be placed in boxes without any pattern, mixing up subjects and dates. In addition to the difficulty of locating the document when needed, there is also the chance of loss, misplacement or damage to the papers.
Given these errors in document management in educational azerbaijan mobile database institutions, it is essential to have methodologies to organize them. Some good tips for organizing a physical file are:
Separate documents into folders organized in chronological order, considering due dates and issue dates, or in alphabetical order;
Place colored labels on folders to make it possible to quickly locate documents;
Keep folders upright to save space in cabinets;
Consider the needs of your institution.
Furthermore, it is necessary to always be aware of the frequency of general organization. From time to time, professionals must check the documents that can be discarded or moved to another area of the school. Having a culture of organization and cleanliness is also essential for document management in educational institutions.
Document management in educational institutions: 7 most common mistakes
Mistake #5: Making information accessible to everyone
A very common mistake in document management in educational institutions is neglecting information security . Whether in physical or digital files, there is data that should not be accessed by just anyone. It is essential that there is an employee assigned to control access to documents or that the institution implements a security or lock system. In the case of a virtual environment, there must be a login with a password for people authorized to access the information.
Indiscriminate access to documents in educational institutions is a common information security flaw. It is important to keep in mind that there is a high risk of data being misused by unauthorized and malicious individuals, especially in relation to the original versions of the processes.
Mistake #6: Not having backups
How often do you back up your digital information? Do you have backup copies (digital and physical) of printed documents? A negative answer to any of these questions is a failure in document management in educational institutions. Without backup copies, managers are subject to physical and virtual incidents.
Cybercrimes have increased significantly in the last decade, and many universities have already fallen victim to them. Hackers can compromise an EMS system that does not use virtual security techniques (such as encryption) and paralyze the institution's activities. Given this risk, it is necessary to consider an efficient backup, such as those performed in the cloud.