Gone are the days when all your company’s information would be locked up in physical filing cabinets. While you likely keep hard copies of your most important documents, most of your information is stored digitally.
Managing digital files might seem simple, but there are a lot of nuances that you might not consider when you’re converting your information to digital files. Many companies suffer from avoidable digital file management mistakes.
Learning the proper techniques for managing files online is crucial. Otherwise, you could fall prey to common cyber threats like hacking or phishing.
Read on to learn six common digital file management mistakes and how to avoid them.
1. In-House Files
By far the most common mistake businesses make is storing all of their files in-house. Doing so makes sense when you’re a small company that’s just starting; as you grow, it becomes more of an issue.
Keeping things in-house is usually bad for protecting business data, too–you won’t have access to the same kinds of security measures that you’d get by outsourcing file management.
2. Not Backing Up Files
Backing up files is crucial for any business–if your files aren’t backed up and your computer crashes, that’s it; those files are gone. That could mean months of effort gone and the loss of critical data.
Backing up files on Google Drive or an external hard drive ensures that you won’t lose the data you need.
3. Keeping Files Longer Than Necessary
When it comes to business information, many people have a ‘pack rat’ mentality: you want to hold onto everything just in case it’s useful at some point. In truth, keeping some files too long can be risky.
The longer a file is saved, the higher the chance it could be compromised. Learn when it’s the right time to destroy old files.
4. Not Enough Digital Protection
Backing up files and storing them outside your office helps, but those strategies only go so far. What you really need is solid digital protection for your files.
Use passcodes and other security measures to keep your data safe.
5. Poor Organization
If your files aren’t organized, it’s easy for some of them to fall through the cracks. You might be unable to find a file when you need it, or employees without proper authorization may be able to access it.
Using clear names for files and ensuring they’re sorted properly makes things easier and more secure.
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6. Lack of Training
Your employees need to understand how to use the security measures you’ve put in place. If employees aren’t properly trained, they might save files to the wrong place or neglect to back them up.
A well-trained workforce is key to reinforcing the principles we’ve laid out above.
Avoid These Digital File Management Mistakes
Digital file management mistakes can have consequences ranging from the mundane to the devastating; at best, they cause frustrating distractions, but at worst they compromise your company’s valuable data.
Ensuring that your digital files are properly managed is a simple way to streamline your business and upgrade security. For more strategies to help protect and grow your company, visit our business blog!