5 Mistakes in File Management to Avoid for Your Business

Fifty-eight data records are stolen every second, which costs a total of over $3.6 billion globally. People never believe it will happen to their business until it does. Do not let your business also fall victim to common cyber threats. 

Common cyber threats often reach businesses through mistakes in file management. A poor file management strategy can also impact your business in other ways too, such as lost time, trust, and productivity.

And the only thing you gain? Stress. So, whether you are managing online files or system files, read on. 

Here are five mistakes in file management to avoid.

1. Inappropriate Names for Files 

One of the biggest file management mistakes is not changing inappropriate names for files. For example, when you download an encrypted document or file, it may have a series of numbers or letters for the title, which make no sense.

It can be tempting to leave the file name, but it will use up valuable work time in the future. People will spend time having to search for a file, or you will forget about it.

Be sure to prioritize organizing names for files as part of your file management strategy. Also, organize folders correctly, grouping files accordingly. 

2. No File Backups

Data loss due to a technical failure or one of the common cyber security threats can devastate your business. Many businesses close after severe losses, but there is a simple solution: back up your files. 

There are many ways to back up files. You can use a cloud service for managing online files or an external hard drive. You can also use colocation servers or have a data management team lead your file management strategy. 

3. Converting Files 

There can be issues with files if they need to be accessed on different programs or applications. It can be time-consuming and problematic if you do not know how to integrate file generation into applications such as PDF. Read more on how to view PDF ASP.NET as an example of how to resolve this file management mistake. 

4. Providing Unlimited Access 

Do all your employees need to access confidential files? If the answer is no, then it is time to put restrictions on specific files. You can easily add password protection or other security measures to secure files. 

5. Insecure File Sharing 

Accessing files from insecure Wi-Fi or sharing files on an unsecured platform makes you vulnerable to common cyber security threats. It is essential to have a secure system to share files.

And be sure to look at your data access policy as part of your file management strategy. For example, outline whether or how employees can access files from other Wi-Fi networks.

Avoid Mistakes in File Management

A file management strategy takes time to outline and implement, but it will save your business in many ways long term. These are simple but common mistakes in file management that are easy to rectify. If you are unsure where to begin, consider hiring a data management team to secure your data.

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