It just occurred to me that I have reference docs galore. I work at an insurance brokerage and we do business with dozens of insurance companies. Each company has very specific guidelines, rules, rates, etc. They all send out updated reference material to help us keep tabs on these items.
I save all these materials in separate folders, but the problem is, how do I keep tabs on these materials? For instance, I needed to determine if one of our clients is eligible for a credit so I spend about 10 minutes searching through my documents looking for the eligibility table. I never find it, so I end up having to go to the insurance company's website and redownload it. As I'm saving it, lo and behold I have a copy of it but under a different name.
Another example is when we get updated copies of rating worksheets or forms. Many times I just save them but end up having an old copy AND the new copy, which confuses our staff.
With literally hundreds of reference materials, how do you all organize them so they're at your fingertips? How do you keep yourself from duplicating these documents?
Right now, I basically save everything to the My Documents folder on my computer. I save it as whatever the form is titled, but the problem is when I search for the form, I may not remember the exact form's name so I end up perusing hundreds of forms looking for the right one. There has got to be a better way than this! Any thoughts?
Thanks in advance!