By the chance of the implementation of connection of Karbon to our DMS-sharepoint, I am re-thinking our folder structure. Due to we are full service provider, there are too many level of folders and I cannot think of a way to avoid that, below is a typical folder structure and level we currently have:
First level folder: client name
2nd level: service type (ie, bookkeeping, financial report, income tax return, ad-hoc advice, etc
3rd level: no.of financial year ,ie FY2022, FY2023, etc.
4the level: if the work is monthly, there will be month no., e.g., July, August and so on and so forth
5th level: nature of document, ie, workpaper, client PBC, review documents etc.
What I am thinking specifically:
- Anyway to avoid using the folder, but we can still file the documents in an organized way and can search and find files very quickly when needed. I thought of Metadata, however, don’t know exactly how that is implemented
- If still using folder structure, is there any other better structure, like the first level, should it better be client name, or start with the service type ?
- Any other good way of file structure I haven’t think of?