Efficient document organisation thanks to smart tags

2 min read
18. January 2024

In today’s digital age, you have access to an incomprehensible amount of information. You save and manage documents, images, emails and other digital content. But how do you maintain an overview amidst this data jungle?

An smart tag structure could be the answer. In this article, we explain how you can create such a structure for your digital document stores and why they represent a considerable improvement compared to traditional folder structures.

How is a smart tag structure different to classic folder structures?

A tag structure is a method used to help organise and categorise documents and files. In contrast to classic folder structures, whereby files are stored in hierarchical folders, with smart tags documents are managed with help from key words (tags), which describe file/document content as closely as possible. This brings numerous benefits:

1. Find information in double-quick time: You save time and spare your nerves: instead of trawling through endless folder hierarchies, you can search your files with ease by using key words.

2. Flexibility and adaptability: Unlike rigid folder structures, there is greater flexibility with smart tags, allowing you to add or change tags to adapt to new requirements without having to reconfigure the existing structure.

3. Better cooperation: A clear tag structure makes it easier to share documents and cooperate with your team as tags are universal key words which can be used by all team members.

4. Efficient knowledge management: You can maintain an overview over your most valuable information and resources without losing yourself in a mire of complex folders.

How do I create a smart tag structure?

  1. Evaluate your needs: Before you get started, think about which types of documents and information you need to manage. What are the main categories that emerge? These may vary greatly depending on your profession or personal use.

Professional: Customer contracts, presentations, financial reports.
Private: Travel diaries, recipe collections, hobby-related materials.

  1. Developing key terms: Identify key terms or tags which describe your documents as closely as possible. These are words which you can use to search later on. Make sure they are concise and relevant.

Key terms

Projects: Company projects such as Project Alpha and Project Beta.
Travel: Dream destinations such as Paris, Thailand and New Zealand.
Recipes: Courses such as main course, starter and dessert.

  1. Stay consistent: Consistency is key when it comes to assigning tags. Use the same tags for similar document types to maximise the efficiency of your searches:


  • Always use the same tag for presentations relating to different projects.
  • When saving recipes for different dishes, use consistent tags. This means deciding whether to use main dish or main course, or desserts or puddings.
  1. Document your structure: Create a document which sets out your tag structure so that you can maintain an overview. This not only helps you, but other users with whom you share your files. You may want to use a simple table or document in which you define your tags and what they are used for.

  2. Be adaptable: Your tag structure should be flexible and develop in line with your needs. Review it regularly and adapt it when your requirements change. This will allow you to keep up-to-date at all times and gives you control over your digital documents

Now it’s your turn! With the ePost app, you can now start working with tags and finally get a grip on your document jungle. If you’re still in need of a technical explanation as to how it all works, you can find a detailed guideline here. Say goodbye to excuses for digital chaos!

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