These 3 steps are a good primmer in getting you started:
1) Create a Repository
Diversification may be a good strategy for your investments but it's a lousy idea for your documents. If you’re not ready for true document management software, at the very least, create a shared document folder on your network. Place all of your documents into this document repository. It doesn't matter if it's a fax, letter, spreadsheet or voicemail. It will be easier to find what you need if it's all in one place. This also makes it safe. Security, backup and disaster recovery all become a much easier tasks.
b) Create folders in your repository.
Each folder should be clearly named. If someone new in your office is looking for a document, an abbreviated name will not shorten the process. This will also allow you to configure more granular security. Think of your document repository as a file cabinet. Within the cabinet you have a drawer and folders. Using this thought process will make filing a simple process and one that everyone can relate to.
Make folders within your main folders as needed. For example; if you have a folder named Accounts Payable, it could contain folders called 2008, 2009 and 2010. This will also help speed the lookup process.
2) Organize your file strategy
a) Organize by file types.
When searching for a document, you logically think of the type of file you need. By keeping all your A/P invoices in one place for instance, you know exactly where to go.
b) Use logical file names.
Give your files logical, specific names. You will want to name files in a manner that you will be able to tell what it contains without having to open it. So if the document is an invoice from a vendor, call it something like 'Inv_Acme08102010' rather than simply calling it 'Invoice'.
c) Follow a naming convention.
Do not use spaces within the file name. Try keeping the file names under 32 characters and use CamelCasing. So a contract should be named 'ABCCompanyContract' rather than 'ABC Company Contract'. If you feel that you need to modify any of these rules, be consistent throughout your system. This is one area where frequent change is seldom good. If you’re using document management software, file naming should be automated.
d) Add files immediately
Don't procrastinate. The best time to file a document is when you first create it. If you’re using document management software, this process should be automated. Document capture can be the most time consuming and error prone component of your system. Capture automation can make everyone’s life much easier and improve efficiency exponentially.
3) Backup your repository often.
I can't stress this enough. Setup an automated backup to assure it gets done every night. Don't rely on having someone do it manually. It won't get done!