You’ve got a lot on your plate, but we’re about to add one more thing, Avoiding file management errors.
Surprised? Don’t be. Preventing these errors with a good file management strategy is absolutely crucial for protecting business data and keeping your company’s work out of the wrong hands.
Luckily, these steps aren’t too difficult! Read on to learn more.
1. Inconsistent Naming Conventions:
Do you know the joke about how everyone’s got those files called presentation_final_final and presentation_final_final_REALLYFINAL? Now imagine those files in the same folder as FINALPRESENTATIONfinalfinal and Power Point Slide Deck Final_Final-June2021.
Things are going to get out of control pretty quickly.
One of the best things you can do to eliminate file management errors is to adopt consistent names for files that are used throughout your department and your company. This could be something like FileName_Date_Version. That way, everyone will always be able to find what they’re looking for.
2. Too Many or Too Few Folders:
There are two kinds of people in this world: The ones who just throw every file management in the same folder and those who have all of their files spread out over hundreds of very specifically labeled folders.
Which are you?
Time to think like Goldilocks. The “right number” of folders is completely dependent on your team. Just like having consistent naming conventions, this makes everything much easier to find on your system.
3. Not Digitizing Your Files:
With GDPR, there’s no room for error when it comes to leaving personal data strewn about your desk, physically on paper. And there’s no reason to not have your documents digitized, anyway.
Not only does digitizing your documents make them easier to find for both yourself and others on your team, but it also provides an extra level of security that isn’t available for paper copies.
For example, you can use a tool that does .net pdf generation to turn sensitive .NET files into password-protected PDFs that can only be accessed by those who have the proper clearance.
4. Everyone Has Access to Everything:
While it may seem the easiest way to handle privacy and access, giving everyone in the company clearance to see anything on your server can be a disaster.
Not only can something confidential be sent out to the wrong person because it was accidentally clicked and attached to an email, but just imagine what a disgruntled employee could do on their way out of the position!
Creating a chain of command, or, in this case, a chain of protection, for your files can save you a lot of headaches down the line. It may also give you a number of headaches right after implementing these rules, but once people get used to it, it’ll be worth it.
5. Not Recognizing File Management Errors When You See Them:
It’s hard to know that something is a no-no for file management if you don’t know what the best practices are! There are a number of blogs and websites out there that’ll keep you up-to-date on these things.
When you keep yourself and your team educated, you’ll have a much better chance at beating common cyber threats before they happen!
File Management Errors No More:
Like the late Maya Angelou said (albeit not about file management errors), when you know better, you do better. We hope we’ve inspired you to follow best practices with file management. You can learn more about keeping your business safe on the rest of the blog. Good file management strategy is absolutely crucial for protecting business data and keeping your company’s work out of the wrong hands.