What is a file management system?

Simply put, a file management system helps organize and store files and folders, either locally on your computer’s hard drive or in the cloud. File management systems are made up of two parts. The first part is file management software. Most of us use the file management software included with our operating system. We know it as Finder on Apple, or My Computer on Windows.

The second component of every file management system is naming convention. That is, deciding on a consistent way to name your files to save time and avoid confusion. Project name, author, date, and version number are commonly used train cars in a typical file name train. We recommend not putting this off. Doing so when you have just a handful of clients and folders won’t kill you, but, when you scale and suddenly have hundreds, your naming convention has to be easy to navigate. If you don’t establish a sensible format early on, you’ll create busywork and chaos for yourself and your team later.

Replace folder file management with something smarter.

file management

Folders are a hierarchical file system that’s been around since 1958, and remains relatively unchanged throughout the years. Folders use a tree directory structure (like in Finder and My Computer). It’s one of those things you don’t think about until you can’t find what you need. Or until you find two or more folders with the same name. Or multiple New Folders waiting to be named. Again, as you grow and scale, this can quickly become a big problem. Luckily, there’s a better way. And it’s right under your nose, towards the top of your screen.

As search bars become a ubiquitous part of the user experience, people are starting to switch to them for faster-than-folders file retrieval. Apple’s Finder and Microsoft’s My Computer both have search bars in the user interface. While this is indeed faster than folders, there’s still room for improvement. Most search bars cast a wide net by design. Unfortunately, that net often reels in a lot of irrelevant, off the mark junk too. When you need something yesterday, you don’t want “in the neighborhood,” you want front door drop off. You want tagging.

These firms are tagging and loving it.

Company: Rulien + Associates, LLC
Location: Anchorage, AK
Size: 9 Employees
Liscio Since: August 2017
About Rulien + Associates
We specialize in back-office support (bookkeeping and payroll), corporate/LLC tax returns, and individual tax returns.

Liscio is easy to use, looks great, and most importantly, customers actually enjoy using it.

Katelyn Senn, Managing Member, Rulien + Associates, LLC

Tagging is the shortest path to the file you’re looking for.

File Management - File Tagging

Liscio’s advanced file management system replaces old folder-based hierarchical file systems with tagging. When it comes to file retrieval nothing beats tagging because you can’t get much faster than instantaneous. Unlike folders, which work like Russian nesting dolls and require you to peel back layers and drill down, Liscio’s tag-based file retrieval mimics how we naturally look for things.

When we look for a file we don’t think “Hmm, where is that PERSONAL > TAX > 2018 > 1040?” We think “Where’s my 2018 1040?” It’s a subtle difference but one that saves time and stress by eliminating the Easter egg hunt. And when you’re dealing with clients’ money and deadlines, process time sinks are not your friend.

File Sharing Made Easy: One version, one location.

Here’s a scenario we see a lot. A tax return shared with a banker likely lives in multiple folders. One for the banker, and one for the accountant. If you have to update the document, you might forget to update all copies, leaving you with multiple versions of the same document in different folders. This can easily lead to sending the wrong (older) version.

This isn’t a problem with tagged documents. Tagging means you only need one document for all associations (banker, accountant, etc.). If a tagged doc is updated, it can be easily found and replaced once instead of having to hunt through all folders to replace multiple outdated copies.

Custom Tags: Organize files to work the way you think.

In addition to our default cluster of tags:

    • Tax
    • Financial
    • Payroll
    • Payroll Tax
    • Ask your accountant
    • Miscellaneous

 

We also allow firms to create custom tags. However you have files and folders organized in your head, custom tags let you store them in Liscio the same way. Tags end the need for subfolders and complex system directories. Filtering by custom tags get you straight to the answer.

File Management: How it works.

Tag files for fast retrieval.
Liscio’s tagging system is optimized for fast retrieval of online files. Use single or multiple tags such as year, account, and type to quickly locate your files. This is a simpler, faster and smarter than the outdated files and folders approach.

 
Find files faster.

Attribute files to an account.
Do your clients have multiple businesses or accounts with you? Firms and clients can attribute all transferred files to the appropriate account. This allows you to search by account to quickly zero in on files for retrieval.

Messages & Documents.
Liscio’s secure approach to file management keeps documents and their related messages together. This provides firms and their clients with the context they need to understand key facts and decisions made. This is a major advantage over typical file-sharing solutions that use email for sharing.

 
Send forms securely.

Built-In Compatibility.
Liscio automatically converts image files, Microsoft Office documents, and other file types to PDF. This ensures compatibility when sharing files with other systems in your technology stack.

Unlimited Storage.
Liscio provides unlimited cloud storage for your client communications. Your clients will benefit by having real-time access to all of your shared files in the cloud.