Just as manila file folders were once used to organize paperwork, the Subfolders in the Imaging system are a tool to organize your electronic files. Imaging allows you to create up to 10 subfolders. However, most experts agree that the more complex an organizational system is the more effort is required to maintain it. Below are some organizational strategies to consider when setting up your Imaging system:
- SIMPLICITY –
Limit your subfolders to only what is needed to keep yourself organized. Some examples include:
- Pending Verification
- Ready to Work
- FDENY 45
- FDENY 59
- EO / SEO
Create whatever subfolders you need to organize your work but remember to design a system that is as uncomplicated as possible.
- EXPERTISE OF OTHERS –
- Look at other workers who stay organized. You may be able to use their system instead of having to create one of your own. Observe how many subfolders they use and how they are labeled.
- Ask your supervisor for suggestions. They see the imaging folders of many workers. Your supervisor can offer you recommendations on what types of subfolders might be helpful.
- INDIVIDUALIZE –
- If you use another person’s imaging subfolders system, remember you may need to make a few changes to it so it fits you. The subfolders you use need to be based on your job duties and what makes sense to you.
- Try using explanatory labels for your case packet which remind you of the case situation such as “SNAP Application 07/20/2016”.
- Utilize the Comment section field to describe what you have done. For example, the comments might include “ADM-92: Last 4 paychecks requested”. Then move the case packet to whichever sub-folder you think is appropriate.
- It is important to remember when relabeling an existing document, that our imaging system is also used by the nurses in the Aging Services Division. Long Term Care applications have a specific labeling protocol to assist the nurses in identifying materials related to the application. For this reason, these documents should not be relabeled. Aging services documents can be identified by their labeling in the following fashion: APPID <space> and the actual application Identification number from ELDERS <space> then the word ‘File’ in parentheses. Example: APPID 123456 (File).
- HOUSEKEEPING –
Research shows disorganization can drain a person’s energy. This is true whether or not it is actual paper piled up on your desk or scanned documents piled up in your imaging inbox. To avoid this productivity pitfall try to-
- Move documents from your inbox into the case packet as soon as possible. Fewer items in your Inbox make it much easier to notice the arrival of new items.
- Send case packets to files once the case action is completed. Social service specialists certify, deny, review, and change hundreds of cases each month. This creates the potential for hundreds of completed case packets to clutter your imaging Inbox or subfolders.
- FLEXIBILITY –
- Policies are often revised and technologies change. Do your best to adapt to new developments and be willing to update your imaging organizational system as needed.
- Review your subfolders from time to time. Check that they still meet your organizational needs. Delete folders you don’t use. Try out updates and enhancements that are made to the imaging system.