Transform your File Management to Save Money, Do More, and Be More Secure

A good business creates a lot of beneficial relationships. This means contracts and other data that need to be shared and filed away. While this seems like a straightforward issue, technology is available today that any business can take advantage of that can reduce their filing costs and make their file sharing more efficient. Let’s take a look at this technology today.

Traditional Methods of File Retrieval and Storing

Before we get into file sharing and digital storage, you need to confront the traditional methods. This starts with understanding the cost associated with filing in cabinets. According to one source, the average office worker will use nearly 10,000 sheets of paper per year, the average file cabinet commands nearly $25,000 to fill and $2,000 annually to maintain. With this level of cost, it stands to reason why businesses would be looking for ways to transform their file management. 

Modern File Management

Modern digital file management has revolutionized the way individuals and organizations handle information, making it more efficient and accessible than ever before. With the advent of cloud storage solutions users can store vast amounts of data securely online, ensuring that files are easily accessible from any device with an Internet connection. This eliminates the need for physical storage devices and reduces the risk of data loss due to hardware failures. These platforms often come with advanced features such as real-time collaboration, automatic backups, and version control, which allow multiple users to work on the same document simultaneously and revert to previous versions if necessary.

In addition to cloud storage, modern digital file management systems employ sophisticated organizational tools to help users maintain order and quickly locate files. Tagging, metadata, and advanced search functions enable users to categorize and retrieve documents with ease.  With built-in security measures such as encryption and access controls that keeps sensitive information protected while maintaining compliance with any data privacy regulation that an organization operates under. 

Dissemination of information is necessary to help reduce these costs as well and with digital systems, documents can be filed in searchable databases that can pull up any query in real time, it can allow you to gain access to documents via smartphone from any location, and there are smart contract services that allow you to have clients and customers digitally sign documents without ever having to use a sheet of paper. 

Overall, the advancements in digital file management have not only facilitated better data organization and access but also improved security and collaboration and allows businesses to cut their runaway file management costs. This makes file management technology an important addition for any growing business.

If you would like to learn more about modern file management and file sharing solutions, give the IT professionals at Microtechs a call today at (415) 246-0101.