Problems Businesses Deal with in Using Traditional File Management Systems

Cloud Storage

Today’s progressing technology is prompting businesses to veer away from using traditional file management systems. Especially for companies that handle big data or have offices in multiple locations, manually storing folders in filing cabinets or creating an electronic database with different categories can be a cumbersome and impractical task. With the availability of enterprise file synchronization and sharing (EFSS) solutions, companies are enabled to access and share data faster and in a more secured environment.

Here are some of the reasons businesses are encouraged to make the shift from using traditional file management systems to acquiring an EFFS system.

Data Security

Traditional filing systems can be easily accessed by unauthorized personnel, making important data vulnerable to hacking methods. With no backup, electronic files may be immediately deleted or damaged by viruses. On the other hand, paper files can be lost when natural disasters such as floods or fires occur.

EFSS systems include features, such as password protection and access limits to ensure that certain data, will be only be accessed by authorized users. Having an EFSS system also allows companies to secure data and create multiple backup systems, reducing the risk of permanent loss of valuable information.

File Organization

Business people working on a laptop

Manual file storage requires physical effort. Someone who is looking for one piece of information may have to sort through many folders to pull out the correct file, flip through several sheets to locate the data needed, and then return the folder back to its correct location. Manual filing systems can also be difficult to maintain and can easily get out of order due to human error. Documents may be filed by accident on a wrong folder or taken out and not be put back. These errors can lead to either data loss or the creation of duplicate files.

An EFSS system enables users to check if certain files currently exist in the system, hence, will eliminate or reduce the occurrence of redundant files, data inconsistencies, or avoid data loss.

Accessibility and Data Sharing

Retrieving files in traditional file management systems may take minutes or hours to do, especially if the company maintains a large database. Since files may only be accessed by one person, other users who also need to view the file will have to wait or create a duplicate of the file. If a certain paper file needs to be sent to someone who is in a different location, the file needs to be faxed or scanned and sent as an email attachment. These instances can cause delays in processes and may even compromise data security.

Software-based filing systems provide a secure platform that enables data integration and data sharing. Multiple users may gain access to shared files, search through large amounts of data, and analyze them simultaneously.

Traditional file management systems pose many risks that can be detrimental to a business. Keeping paper files in manual storage or using a PC-based database leaves important information vulnerable to security risks. At the same time, poor data integration and limited accessibility may result in collaboration and productivity issues.

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