Creating a file management solution is no easy task. Once you’ve found a tool for centralising your files, you’ll need to arrange your folders into hierarchies, define permissions, and establish a workflow. It requires skill, patience, and time, but the right software will help you confront this titanic task.
Centralise and Create Structure
The first step to getting your documents in hand is to centralise them in structured silos and hierarchies. Once you’ve created a central hub, your file management software will maintain it. A digital solution won’t do your work for you, but it will certainly guide you through every step of the process. It might even automate your archiving and handle your encryption.
Keep Your Data Secure
Whether you intend to keep your data in the cloud or on your own servers, you can achieve compliance without hiring a team of developers. Software providers such as //www.watermarktech.co.uk/file-management-software/ will secure your documents in one iteration. You’ll need to define your organisation’s roles and set “view”, “edit”, and “admin” access. Once that’s done, train your team so that everyone knows how to adhere to the standards.
Track Utilise Version History
File version tracking will create a trail automatically so that you don’t lose data due to overwrites. This is a crucial element of an audit, so it’s imperative for highly-regulated industries.
Creating a file management system is no easy task, but digital technology will relieve much of the burden. This process is one of the best things you’ll ever do for your business.
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