How to Improve File Management Systems: Everything You Need to Know

The data industry saw a 62% increase between 2018 and 2022. Experts believe this trend will continue as businesses grow and become more reliant on data.

However, this increase in data brings a new set of challenges for businesses to overcome: how do you protect your data from common cyber threats? How can you improve file management systems and manage the influx of information?

If you can build a file management system that can adapt to the changing needs of your business, then you don’t need to worry about missing any important information when it’s time for an audit or other data-related activity. Here’s how to build a stellar file management strategy to help your business thrive.

Finding Software

The first step in improving your file management system is identifying the type of platform that will meet your needs. Folderit is an example of document management software that’s easy to use and reliable. You can use it to:

• Manage files
• Create folders and subfolders
• Move items between folders
• Archive and retrieve information from the cloud

The folder is a good option to try, but many other programs can accomplish the same task.

Choose One System

It’s important to have a single system that you can use to manage your files. If you’re using NTFS for Mac, for example, you’ll want to stick with that software. If you decide to change platforms at some point, back up your files first so that you don’t lose anything important.

Using multiple software may confuse your staff and cause files to get lost. Having a single software makes it easier for everyone to learn the system and find what they need.

Risk Assessment

Your file management system should help you limit the risks of losing data. Have a good backup plan for if an employee deletes files by accident or intentionally. The best way to do this is with a cloud-based file management system.

In the event of an accident, you can restore the files from the cloud. You can also have backup hard drives that are kept off-site in case of fire or other disasters.

Consistent Names for Files

Be consistent with the naming convention you choose, and stick to it throughout your organization. For example, if you use the first letter of a client’s address to make up file names (e.g., A_SOLER), instruct every employee to save files this way.

Use abbreviations and acronyms to save space when possible. Just make sure the acronyms are clear enough that anyone who might need to access the file can understand them. For instance, “BIDP” might be an appropriate abbreviation for “bid proposal”.

Backing up Files

Back up files to a secure off-site storage location. If you don’t have the resources or expertise in-house to manage your own backups, consider hiring an IT professional who can do it for you.

Besides storing your data in at least two locations, make sure those locations are far enough apart that they aren’t affected by the same disaster. If one facility fails, there will still be copies of all your files.

You should also consider backing up individual files rather than just entire drives. While this will take more time, it reduces the risk of losing everything if a single file becomes corrupted.

Know Who Owns the Files

You should always keep track of which employees hold the keys to each file. This is especially important if your business deals with personal information like social security numbers or credit card numbers.

When you know who owns the files, you can easily track down the person when you need to access those documents. Keep a list of your employees’ contact information so you can reach them when you need to access a file in an emergency.

Besides keeping a list of who owns the files, maintain a record of what files they’re responsible for. This will make it easier to restore missing files when someone leaves the company, or their hard drive fails.

Most importantly, make sure the person responsible for the files is backing up their data. If you’re not sure, ask them if they’re making backups of their work every week.

Monitor Your Storage Space

Monitor your current storage space usage, so you know when it’s time to upgrade. Use a cloud storage solution like Dropbox or Google Drive so you can see how much space each of your folders is using. If any particular folder is close to reaching capacity, look at ways to reduce the amount of data being stored there (for example, deleting old emails).

Encrypt Your Data

Encryption is a way of protecting data by turning it into a form that can only be read by someone with the right key. You can encrypt files on your computer, or you can use an encryption service.

Encryption solutions are available in many forms, including software applications, hardware devices, and cloud services. The choice will depend on your requirements and budget. It’s important to choose a file-sharing solution that doesn’t require employees to jump through hoops when they need access.

Improve File Management Systems and Your Business

To improve file management systems without sacrificing efficiency, have a central file repository that employees can access from anywhere. It’s also best to provide employees with access to cloud storage services such as Dropbox or Google Drive. These solutions are simple to use and allow users to share files without requiring IT support.

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