Keeping files together in a file management system with the right features can help you control access to sensitive documents.

With files spread across different media, you don’t have any centralised control over them. It gives you control over information access. For example, you may need to recall why certain changes were made to ensure you don’t undo something important. Plus, maintaining the conversation history is useful for later reference. Many file management systems have built-in communication features-such as threaded discussions or commenting capabilities-so you can keep track of conversations as they relate to a specific document. “The features that file management systems offer make it easier for digital business owners like me to give team members access to files, leave comments and suggestions, as well as improve and approve content.” 6. Simon Hansen, founder of Home Brew Advice, runs a remote content creation team, and he relies heavily on file management systems to make checking content easier. Contributors and approvers need to be able to easily access documents to keep the process flowing smoothly.

Many documents often need to be reviewed and approved before moving on to the next step in the process-such as being published, sent to a client, or released to the public. It makes reviewing and approving content easier. (Tweet this!) “Embracing file management has cut down on our email volume, which has improved efficiency and helped us avoid a lot of frustration,” says Gower.ĥ. You also wind up with lost versions and untracked changes. Unfortunately, some teams still have to deal with them! Emailing files to team members and clients leads to documents collecting dust in recipients’ inboxes. The dreaded email chains-we’ve all experienced them at some point. The time required to find files could delay client meetings or even cause the team to miss important deadlines for ad submissions. Managing these assets without a file management system would be an arduous, time-consuming responsibility. The team must keep track of hundreds of assets-documents, images, videos, etc. For example, say you have a marketing team that creates ad campaigns for multiple clients. It minimises project delays.īeyond rework, not being able to find documents can also contribute to delays on time-sensitive projects. File management systems help keep documents organised, so your workforce can quickly find what they need and avoid reinventing the wheel. Even if the rework time is low per document, that time can quickly add up across documents and employees. While some documents may take just a few minutes to prepare, many require numerous man-hours to complete. It reduces rework.Ī staggering 83% of employees have to recreate pre-existing documents because they can’t locate them on their corporate network. Instead of spending precious time trying to find that one document buried in an archived email thread, you can find what you need and get back to work. File management systems can bring an organisation’s documents together in one place for easy accessibility. It centralises important documents in one place.ĭocuments are often siloed across desktop computers, laptops, tablets, mobile phones, flash drives, and email inboxes. “It’s critical for collaboration, client approvals, and content management at my digital ad agency.”įor those of you who are fighting an uphill battle to get people on board with this type of system, here are a few things you can say when they ask, “Why is file management important?” 11 Benefits Of File Management 1. For those that do, such systems quickly become invaluable.ĭan Gower, owner of Buddy Gardner Advertising, says his company wouldn't be able to function without a good file management system. While many of these organisations have taken steps toward digitising this information, not all are taking advantage of file management systems. Every day, organisations document tons of important information.

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