Storage Solutions For Your Pool’s Most Important Files
As you manage your swimming pool, you may find yourself overrun by papers. Documents, checklists, and notes can leave you in a big pile of clutter and feeling a little stressed and overwhelmed. Plus, if ever necessary, you should always be able to access a document in a matter of seconds, rather than spend hours searching for it.
There are several storage options for your swimming pool’s most important files. Let’s take a look at both online and physical options.
Digital Storage Options
Digital storage options, like Dropbox, are popular and are used for storing and protecting files. There are many benefits to these storage options including easy accessibility. Some online document storage systems provide both mobile apps and desktop connections so no matter where you are and what device you are using, you can gain access to your files. Additionally, as long as an employee has the password, they can access the file.
Security is a big concern for these digital files and rightly so. On average, there is a hacker attack every 39 seconds. Fortunately, the best cloud-based services provide advanced and extensive security measures, which make it difficult for cybercriminals to access information. All data is backed up regularly, to prevent any loss to your files.
Some simple solutions for digital storage include:
Spreadsheets (Excel, Google Sheets, etc.)
CertPanda (Simple tool for certification/credential expiration management)
While there are numerous cloud services you can consider, DigiQuatics should be at the top of your list. This all-in-one solution not only provides advanced management features, but adequate storage for all of your digital files as well. This means you don’t need to pay more monthly fees and worry about the security of another company. All you need to manage your files and documents is within your DigiQuatics interface.
Physical Storage Options
While you may be transitioning to a paperless pool, there may be a handful of physical documents you need to protect and organize. To keep these important papers safe and free from damage, here are a few things you should do:
Lock all items in a fireproof and waterproof safe or file cabinet. However, make sure you also protect the key to these storage boxes. You do not want it left out in the open and where it is easy to grab.
Use dividers. You need to find a method for properly separating and organizing your files. This will make it much easier to find paperwork at a moment’s notice. Here’s a hint: be very specific when naming your files. This will prevent folders from becoming full of random documents and it can decrease the time you spend searching for a specific piece of paper.
Create a digital copy. How are you backing up each copy of your physical papers? Just like with your digital files, you should have a backup of these physical files as well. To make the backup process hassle-free and to prevent added clutter, create a digital copy of all your important documents.
No matter if it is an employee handbook, lesson plan, inspection reports, etc., you need to protect and organize your pool’s information. The above ideas are excellent starting points.
DigiQuatics is a simple tool that aquatics facilities can use to modernize their operation. Visit www.digiquatics.com to learn more.