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Computer Files Management for Businesses: How to Stay Organized

The digital revolution has caused our computers and servers to become bloated with old, useless, and redundant information. Because storage has become cheap, many companies address the problem by buying additional hard drive space.

But… the cost of poor computer file management isn’t just the hard costs of acquiring and maintaining additional digital storage space. You also have to consider:

  • The loss of productivity looking for the right file
  • The risk of using outdated information
  • The risk of files not being included in routine backup procedures

Without IT Policies and Procedures in place around computer file management, employees will store files their own way, using a system that makes sense for them. But that may not be the best way for everyone in the company, and as your company grows the problem is likely to only get worse.

Computer Files Management Considerations

1. File Storage Location

The answer can be anywhere EXCEPT on an employee’s computer or laptop, because these devices are not typically backed up. You may have multiple file storage options, but picking one main location will make it easy for people to create good document saving habits. Popular options include:

Wherever files are stored, you’ll want to make sure you have good backup and recovery procedures in place. Yes, the cloud automatically backs up your electronic files, but only for a short window of time. If you don’t happen to notice in time, the files will be purged.

Rather than emailing documents as attachments, you may also consider using shared email boxes and distribution lists. 

2. File Access and Security Roles

As a Michigan IT services company, we’re always thinking about data security. As a rule, most job roles are given similar security roles. So when it comes to creating file folders, it usually makes sense to organize file folders around job functions:

  • Accounting
  • Consulting
  • Engineering
  • Human Resources
  • Marketing
  • Production
  • Sales

Of course, you’ll need sub-folders under each area. It’s a good idea to work through the structure on a whiteboard.

3. Folder and Document Lifecycle

Before creating sub-folders, think ahead to how long you’ll need active access to this information. For example:

  • In accounting, you may want to first create sub-folders by year, because after the financial year is closed, those files can be moved to digital cold storage.
  • In marketing, you may want to create sub-folders by campaign.
  • In sales or consulting, it may make sense to create sub-folders by client name, then put projects under that sub-folder.

4. File Naming Conventions

Every company has their own unique requirements in this regard. What we’ve found works best for us is to create file names that move from general to specific. In your IT policies and procedures document, it’s a good idea to create a document legend for people to interpret the file names.

So for example, for a website development company, the file naming may be something like this:

CLIENT-PROJECT-FILE-VERSION-REVIEWER

So the file name might look like:
ABC-WEB-Services-V3-RJS.docx

When the file is finally approved, it’s easy to know which file the most recent and delete the rest.

5. Document Templates

In a prior post, we shared how easy it is to use Microsoft Word Templates to create professional and consistent-looking documents. But because Microsoft templates and themes are stored on employee hard drives, extra steps have to be taken to allow multiple people to share and update a master file template.

To share a document template company-wide, we recommend keeping an un-editable “master” template in a shared location for employees to download. Then have another version stored on a Team or SharePoint site that team members can use to continually improve the template within their workgroup. Your IT Provider / Office 365 Administrator can also push templates to individual users.

6. Sensitive File Consideration

Many companies maintain electronic information that contains sensitive information – health information, personal contact records, social security numbers, passwords, etc. Whether legally mandated or not, it is vitally important to take extra measures to safeguard this information. Failing to do so puts you in legal and financial jeopardy. Please consult an IT professional about the steps you can and should take to protect this information.

7. File Archival, Retention and Purging

Keeping “everything” bloats your IT environment, however, there are business records that you must maintain for a length of time. Shred-It offers a helpful business retention record guide (click to open). You should contact and attorney and/or accountant to get personalized advice about your business record retention requirements.

How Eclipse Consulting Can Help

As your IT services provider, we can help control your digital chaos in several ways:

  1. Deciding where files should be stored (on a server in your office or in the cloud)
  2. Helping you choose on a cloud hosting platform
  3. Determining your performance needs when selecting an on-premise computer server
  4. Building a file archival schedule
  5. Creating backup and recovery procedures
  6. Identifying and deleting duplicate records

We’ve been providing technology solutions, support and services to growing businesses in Metro Detroit for more than 20 years. Let us show you the difference we can make for you.

Learn how we as an Office 365 Partner can increase your business productivity – or request a FREE IT strategy session

SharePoint and OneDrive for Business: Are You Confused?

SharePoint and OneDrive for Business

If you’re having difficulty understanding the differences between SharePoint and OneDrive for Business, you are NOT alone.

To add to the confusion:

  • OneDrive is different than OneDrive for Business. OneDrive (personal) is available for FREE to anyone by creating a Microsoft account. OneDrive for Business comes with your Office 365 Business license. In this article, we’ll only cover OneDrive for Business.
  • SharePoint on-premise is different than SharePoint on the Office 365 Cloud Platform, called SharePoint Online. In this article, SharePoint refers to the Office 365 SharePoint Online

 Office 365 Applications for File Storage and File Sharing

Both SharePoint and OneDrive are used for file storage and file sharing. When you’re prompted to save a Word or Excel document, you’ll see both choices.

OneDrive Save File

 

 

 

 

 

 

 

File Storage Capacity Limits

 

SharePoint Online Limits

1 TB per organization, plus 10 GB per license purchased

OneDrive for Business Limits

5 TB per user, which can be increased to 25 TB per user

 

Where Should You Save Your Document?

SharePoint Online
Enables Collaboration

SharePoint (and later SharePoint Online) were created to be collaboration portals, where companies, departments, and teams could easily and securely find and share records and resources.

SharePoint Online gives you the ability to create:

  • Team Sites
  • Intranet Sites
  • Mobile Apps

The tool puts a lot of emphasis on data security, work automation, and enforcement of data governance policies, especially around record retention and content deletion.

OneDrive for Business
Enables File Sharing

Perhaps realizing that not every business wants to have a slew of SharePoint collaboration sites, but is still interested in securely sharing file(s) with internal and external resources, Microsoft created OneDrive for Business. OneDrive allows you to put all your files in a centralized location that you can access from any device. You can easily and securely share with both internal and external users.

When you open OneDrive from the Web or Mobile application, it’s a list of files and folders, each that have their own permission levels.

SharePoint File Storage

 

Setting up a SharePoint Site

Setting up SharePoint site is more like designing a website. You can share much more than files. You can:

  • Embed calendars
  • Create a site newsfeed
  • Share a synced Project Plan (using Planner)
  • Share a synched OneDrive Notebook
  • Customize the branding to match the project

Sharepoint site

For a full list of features, visit the Microsoft SharePoint Online site.

File Syncing Between OneDrive and SharePoint

One point of confusion is that files can be shared between OneDrive, SharePoint, and even Microsoft Teams (which we’ll cover in a future post). When you save a file to OneDrive, you may notice that it has a SharePoint location, because it’s embedded under the company’s directory under a “PERSONAL” folder. The sync settings between the two applications are defined by your Office 365 Administrator or your Microsoft Office 365 Partner.

SharePoint and OneDrive Sync

 

With SharePoint, the Office 365 Administrator sets up the sites and folders with sharing permissions.

With OneDrive, the user decides which folders/files are shared (within the security limitations setup by the administrator.)

Sharing Files Without Attachments

If you want to reduce the size of your mailbox or send a large file, you can now easily send a link instead of attaching the file to an email. Another advantage of this is that multiple parties can simultaneously edit the same file. You can share to one particular email address, to anyone with the link, or to a SharePoint team site / OneDrive shared directory.

Send File Link

 

Data Retention

Both OneDrive for Business and SharePoint have built-in compliance features including:

  1. Activity Auditing – Shows you accessed, deleted or shared files
  2. Data Loss Prevention – Protects sensitive data
  3. Retention Policy – Can auto-retain or auto-delete content after a set timeframe
  4. eDiscovery Case Management – Allow you identify and hold content that can be used as evidence in legal cases.
  5. Alerts – Administrators and Manager can get notified when users perform certain activities

Where Should You Save Your Files?

 

OneDrive for Business Versus SharePoint Team Site

 

Crafted by: Sharegate The SIMPLEST SharePoint and Office 365 Management Tool

 

If you want to change where you are saving files, Microsoft has a great article on moving documents between SharePoint and OneDrive for Business. And of course, if you need help migrating your data to Office 365, give us a call!