Understanding File Management

File management is essential for the creation, storage, retrieval and sharing of data in an organisation.
Digital files refer to documents, spreadsheets, databases, presentations, and images that have been digitised.
A proper file management system ensures productivity, efficiency and confidentiality.

File Organisation Strategies

Files should be named using a consistent and logical convention for easy identification and retrieval.
Files should be organised into appropriate, clearly labelled folders and subfolders.
Use of tagging or labelling files with key words can simplify searching for particular documents.
It’s important to regularly archive old or rarely used files for better storage utilisation and efficient file retrieval.

Regularly backing up files is critical to preventing data loss.
Backups should be stored in a separate location, which could be on a cloud service or external storage device.
An effective recovery plan should be in place to restore data in the event of system failure or data corruption.

Sensitive information should be protected with passwords, encryption, and access controls.
Access to files should be limited to necessary personnel by setting appropriate user permissions and access levels.
The use of anti-virus software helps protect files from malware and other threats.

Files should be managed in compliance with the relevant data protection laws like the General Data Protection Regulation (GDPR).
It’s essential to retain certain documents for a specific period as stipulated by law, which could be influenced by the nature of the document or the industry the organisation operates in.

Use of Electronic Document and Records Management Systems (EDRMS) enhance file management by facilitating creation, versioning, metadata tagging, controlled sharing, permissions, search and archiving.
Cloud storage services provide ample space for backing up and sharing files, coupled with robust security and recovery systems.
Various file management software provide tools for format conversion, file compression and decompression and synchronisation of files across different devices.