Tech Spring Cleaning Part III: Manage Your Files

Keeping devices safe and updated is a high priority inresponsible device ownership. Once you are confident your devices have beensecured and are up to date, it is time to focus on the data. Whether it meansinstalling a security update on your phone or keeping your files safe from cybercriminals on your computer,managing your files on every device is a priority.

File management

File management allows you to organize your information anddata to create a more streamlined way of working and makes it easy to retrieverelevant and current business data. Organizing information and filing within aneasily understood system will go a long way in achieving data compliance andaccessibility. Whether your company uses an external file management softwaresystem or creates a proprietary file management system, having processes inplace helps restrict misuse of data, streamlines reporting capabilities, andenhances overall digital security.

Purge as necessary, and responsibly

Getting rid of clutter and unnecessary items is a keycomponent of spring cleaning and applies to digital and technical springcleaning as well. It is unlikely that your company has use for outdated filesand information. In fact, maintaining older files can create confusion overwhich version is the most accurate and up to date. Additionally, keepingoutdated files creates a security risk and increases the likelihood of a databreach. Holding onto obsolete information takes up valuable space within acompany’s system and freeing up this space can lessen the strain on resources.

Purging older files should be done regularly andresponsibly. Paper files with sensitive, personal, or proprietary informationshould not simply be tossed into the trash. This type of information should beshredded and handled in a sensible manner.

Communicate about your file management system

Once your company’s file management system has beenestablished, make sure employees are aware of it and are following theappropriate protocols. Communicate with employees clearly and as needed.Provide training when, and if, necessary to ensure employees understand theimportance of file management, its role in data compliance, and how file namingconventions will work.

File management is critical to information control, datacompliance, and security. Data misuse and security breaches are detrimental toa company’s reputation and bottom line. Being proactive and taking responsiblesteps in file and information management can help prevent a data disaster frombefalling your company.

AJTC’s team of experts is knowledgeable in data andinformation management. We stay current on data security and compliance trendsand regulations and will help your company develop a file management plan. Letus work with you to create a customized file management system that best suitsyour company’s needs. Contact AJTC hereor call us at 708.942.8200.

Other blog posts