Office 365 is essentially Microsoft Office in the cloud. It essentially lets you have all the functionality of Microsoft Office suite of applications, such as Word, Excel, PowerPoint, OneNote, Access, Publisher, Outlook via the Internet. Therefore you can use Microsoft Office products on any mobile devises, Mac or other operating systems. The small to medium sized enterprise version also includes access to SharePoint and OneDrive (formerly SkyDrive). Depending on the version you purchase you can also have local copies of Microsoft Office and Lync available. (Lync is Microsoft online meeting and communications application).
For small businesses who don’t want the maintenance of regular business server or Microsoft exchange server, Office 365, provides the functionality of a networked environment without the expensive hardware and software costs. Because it is cloud-based it also means no more upgrading since Office 365 will always be up-to-date. Once 365 is set up then it can be managed by an administrator or IT support staff.
We aren’t free from the virus world yet with PC’s. It is important not only to have virus protection software but also make sure your PC settings are set up correctly to avoid getting viruses. Follow these Microsoft tips to help protect your computer from viruses.
Document naming conventions are important to facilitate better searching, access and retrieval of electronic files and documents whether on a personal computer or shared drive network. The following are items to be mindful of when creating document naming conventions:
Separators: An underscore (_) or dash (-) is recommended to use as the only separators for document naming conventions. This assists users to read naming conventions easily as well as clarifies separation of text for system search functions. Avoid using special charters in a document name such as: \ / : ; * ? “” < >  & $. These characters may present errors in various systems that do not recognize them in document names.
Length of Document Name: Document file path and name on a Shared Drive cannot exceed 255 characters (this includes the file path of a document name and includes all characters including slashes, dashes, periods, underscores and spaces). It is important to be mindful when naming documents in a file folder that is a level six (6) or greater to keep it concise.
Use of Acronyms: In order to maximize search functionality spell out words and refrain from acronyms to the extent necessary to ensure clarity. Use only abbreviations and acronyms that are considered ‘global’ in use within the organization and identified on the organizations acronyms list.
According to a study by the CAP Venture Group, it is estimated that 80% of information is still retained on paper even though more than 80% of the documents we work with are already in a computer somewhere. According to Xerox, approximately 30% of printed documents are for one-time use only and further studies found that about 45% of documents printed in a typical office are thrown away within 24 hours. Another Gartner study called “Electronic Document Management” revealed that the average document was copied between nine and eleven times.
One of the keys in gaining efficiencies in data management and increasing productivity is to reduce the paper workers manage. A key component to creating a paperless office is to create user trust in finding and accessing data electronically. Employees are inundated with data in multiple formats and finding it more and more difficult to manage the amount of data and be effective and efficient at their job. Without a consolidated system to manage data along with sound file structure and data management guidelines users will tend to keep a ‘backup’ copy of data and records in paper. Although paper does have its uses for work purposes such as reading, reviewing at meetings or processing data, it is not the optimal format to archive, store and file records and documents. When moving towards a paperless office it becomes even more vital that file structures, whether on a Shared Drive network or in a cloud-based system, is well-organized. It is also important that there is a clear and designated location to store data when there are multiple document and record systems available to users. Finally, data management practices need to be clearly defined such as document naming conventions, versioning, and data conventions.
It is difficult to let go of paper data because we are not sure of its value in the future and the desire to have a tangible format. When purging paper, start with small chunks, such as one file drawer or one desktop pile to go through. It doesn’t need to be all done in one day or at one time. For most documents, users will be able to ascertain what to keep and what can be recycled. It is reasonable to keep some mementos of past history but keep it down to a small file folder size.
Here are some questions to ask yourself to help deem what to keep in paper or purge;
Is there any action required?
If not, you can probably get rid of it.
Is it already saved electronically?
If so, then you recycle the paper.
Will the organization ever need, want or find value in this information again?
If yes, then consider scanning the information to store it electronically.
Is the information outdated and/or superseded?
If yes, then recycle it!
Is the information located on the organization Intranet network?
If quick reference to the document is not needed, then recycle the paper and access the data electronically.
Does the document or file have legal (current or future) implications?
If so make sure there is an electronic copy or it is scanned in.
Is there any legal retention requirement to keep the data?
Documents if saved in an electronic PDF format are sufficient for any legal requirements.