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Today, a business accumulates a lot - a lot - of files as time passes, and for the most part, they all need to be stored somewhere. In addition to that, there’s a good chance that multiple people will need to remain involved with these files. These challenges can be resolved by adopting solutions devoted to file sharing and collaboration. To assist with this process, we’ve decided to share a few best practices that will help make your implementation much easier.
Solid collaboration depends on coordinated simplicity. When dealing with shared files, which you undoubtedly will when collaborating, you need to keep things simple; and, to have a plan about how your data is structured. One of the best ways to do this is to be consistent and make sure that file folders aren’t misspelled (or forgotten entirely) and are in the right place. Other practices include:
Creating a system to govern how and where files are stored will make a lot of difference when people need access to them. That segues nicely into our next point:
The more collaborative your organization intends to be, the more time and effort it will have to spend ascertaining just whom should be given access to what. Why? This is because collaboration dictates that people work together, but if there are people who don’t have anything to do with a project, but have access to that project, negative situations can occur. If you simply manage the resource’s permissions, it keeps this situation from becoming a problem.
The people who do need access, and who get access, typically are people that are reliable enough to not save files and folders in places where they don’t belong. You may initially find this to be overkill, but the first time that a project (or even a task) falls flat because a member of your team had access they didn’t need and some resources go missing or are corrupted, it will cause problems that nobody needs.
In file management, simplicity is key; but security is a must. To that end, selecting a thorough file sharing system that encrypts your data is important. Many people have moved their file sharing and productivity initiatives to the cloud to ensure that they are backed up and available.
A problem with cloud computing, however, is that it doesn’t always give you thorough control over your file management system. If this is where you are at, you can reach out to our IT professionals who can go over your options. We can find a file management system that is perfect for your business. To talk to one of our IT professionals about finding a file management solution that is both full-featured and secure, call us today at 978-482-2020.