Every business or work needs a good document management system. Whether your business is a single operation or managing multiple firms within the business, you’ll always need to share data and save for future purposes and records. And to make that happen, you’ll need to design a user-friendly file management system that can help you manage files and documents safely.
What should be your key goals?
In order to get the right file management system for your startup, firstly you and your team, take some time to frame the outline about what is your supreme necessity for management. Every firm may have different viewpoints and priorities but there are basic essentials that are a must for the file management. The basics of any manageable documentation would be security, easy usage and reliability on the system. The priorities may vary accordingly but in general, any startup would wish for the same.
- With easy usage, it would be essential to first consider the people who would access your files and the devices that can enable that accessibility. Many firms have the benefits of sharing their files with other firms, vendors, contractors and customers. So keeping in mind about this requirement will definitely add on to a good system. Also, give a thought to those devices where the documents can be accessed and stored: laptops, mobile devices, desktops, local servers, cloud, etc. The best documentation system would be where you are allowed to synchronize the files among these devices and have access anytime when required.
- Your motive should be on having an efficient system that gives you all the features but what is equally important is to have a user-friendly system where it doesn’t get complicated for management. Many firms primarily look for multi-purposes but later complain about its complexities. So startups should take a call about it during the designing or implementing process itself. Also, who all can have access to files, i.e. permission to use the files should be an important factor to consider and look for a system that has an easy procedure to set the permission for different types of employees to have access to appropriate files.
- If your startup has security requirements or encryption requirements, it is very necessary that the system fulfills those. Many cloud storages offer encryption facilities, but they don’t typically block the access.
- It is important to have multiple alternative backups as there are chances of unexpected file crashes either due to some natural disaster. By having backups, the chances of losing data gets reduced and you’ll always have a security that your files won’t crash or lose.
Tools for easy file management system :
There are many companies that still rely on local servers because that is one of the oldest document managers. Even though they’ve been powerful and highly functional, these local servers are not good to invest in for startups. They’re not reliable after a certain time when your documents grow up. Local servers then have to be treated as a liability rather than being treated as assets. In fact, local servers will need you to hire an IT expert for updates and maintenance.
File hosting services like Dropbox, Google Drive, Box are scalable and offer easy access from multiple devices, syncs devices and offers automatic backups. If your entire business runs on Apple products, then iCloud is the best storage for your files and documents. But because iCloud is only for Apple users, then it is not advisable for Android users.
Every storages have their strengths and weaknesses. OneDrive, one of Microsoft’s storages is compatible and works so well with Windows. But reviewers have complained that it sometimes randomly misplaces files in the wrong folders. Another storage service, Dropbox has an easy process to set up, is also very compatible with a variety of operating systems and also has applications well designed for the desktop. Dropbox was originally designed for personal usage but was later made accessible to others for their management. The only drawback of Dropbox is that it gets complicated to manage after the number of its users increases.
Google Drive offers a high range of storage at a very good price. The best part about this storage is that if you already are a member of Google, then you’re in Drive. The file syncing system in Google has extra steps which becomes hectic sometimes and is also not as reliable as rivals Dropbox and Box.
One of the most efficient and compatible storages, Box, has very rich features for business related work rather than consumers. To use Box, you have to go beyond the free basic version and rather pay for subscribing to it. But despite paying additional, if you seriously look forward to having a storage for good management and larger space , Box is definitely your last resort.