How to Avoid 6 File Management Mistakes

Depending on the data value and the company’s size, data loss can cost a business approximately $18,120 to $35,730. Gone are the days when people would keep all the company’s data in physical cabinets. While you are probably keeping hard copies of your vital documents, most of your data is stored online. Digital file management may appear simple, but you may lose valuable information if it’s not managed properly.

Most businesses make avoidable online file management mistakes. Learning the proper techniques of digital file management is critical. Otherwise, you may be exposed to cyber threats like hacking or theft of corporate data.

Read along to learn the six commonly made digital storage mistakes and their solutions.

1. Failing to Back up Your Data

One of the most typical file management blunders is failing to back up your files. Data backup is crucial, especially while storing essential business documents you are afraid to lose. Setting automatic file backups to different locations like the cloud or external hard drive helps prevent data loss.

2. In-House Records Management

Most businesses start from physical records, but it’s critical to move past this phase. In-house storage is the most expensive and insecure storage alternative for data. Think of espionage operations, information theft, misplacements, and office fires.

Additionally, media files get corrupted if there is no digital storage. Online file storage facilities help in protecting business data while providing easy access.

3. Accessing Documents From Unsafe WiFi

While out of the office, you may attempt to use any available WiFi to access files quickly. Hackers have become more sophisticated. Infiltrating your system may only take them a few minutes.

Make sure you use a secure WiFi network to avoid putting your data at risk.

4. Failing to Maintain a Retention Schedule

Data retention is limited to a certain number of years. The storage regulations differ depending on local, federal, and state laws. Keeping files longer than the specified period may result in heavy fines and penalties.

It’s critical to stay up to date with your state laws. It will help you know when to delete files you don’t need.

5. Not Training Your Team

Untrained workers are the most common cyber threats. They can easily expose documents and confidential information to hackers. Scheduling regular training for your employees will equip them with the necessary cybersecurity practices.

6. Poor Organization

Wasting time looking for files is the least of the things you want to do. Poor indexing and file organization leaves you searching for files all the time. Logical organization and appropriate names for files make it easier to retrieve them.

Use a software tool like Gemini to find duplicate files for proper organization.

Online File Management Mistakes to Avoid

There are several online file management mistakes that people make. These mistakes could have devastating consequences for your business. They may cause frustrations in the workplace and compromise your firm’s valuable information.

Proper management of digital storage helps upgrade security and streamline your business.

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