File Management – An Essential Tool for Managing Corporate Data

Corporate files contain valuable information about the human side of your organization. The insights derived from this data can be used to reduce security risk and boost business growth. However, it is challenging to put files to use due to its sheer volume and a lack of appropriate analysis tools.

File management enables users to analyze, index, search, track, and report on file content and metadata of billions of SharePoint and file share documents. File management differentiates itself from traditional governance strategies because

  • it operates in-place, managing data at the source—instead of archived data copies
  • It provides a living view of files, improving an organization’s ability to
    • Visualize their data
    • Defensibly delete unnecessary files
    • Comply with privacy regulations
    • Derive business insight 

Visualizing Data

File management helps users analyze the content and metadata residing in the local file shares. It allows users to take control of their data by enabling them to segregate the data into categories with the help of tags. These categories benefit users during searches, deletion, selectively archiving, and data visualization as related documents can be found under one tag. Some examples of tags are PII tags and contract tags. Therefore, file management helps the users understand their data and enables them to act on them.

Deletion and Archive

After tagging, most actions fall under two main categories: deletion and preservation. File management tags can highlight essential documents for the users to send to a dedicated archive or records management system for preservation. Similarly, file management tags can highlight duplicates, redundant and trivial files for users to delete per industry norms. Meanwhile, it also helps users ensure defensibility by maintaining an audit trail of their actions. With a clear understanding of what lies within these documents, organizations can make better decisions about what to delete, what to leave in-place, and what to archive.


Privacy Compliance

File management solutions help comply with industry-specific standards such as GDPR and CCPA. Notably, it helps manage PII in the files with the help of custom tags that can be created to highlight a specific type of PII, such as phone numbers, credit card numbers, and SSN’s. Once highlighted, organizations can perform a host of remediation actions as needed. Thus, file management can help remediate PII and critical data.

Business Insights

File management tags can also be used for analytics to generate visual data reports and determine the data’s scope and quality. Likewise, custom tags can be used for insights into the information’s type, size, content, and usability. These analytics and insights can be used to make data-driven decisions, execute better marketing campaigns, improve customer relations, employee welfare, etc. Therefore, file management tags can help users derive better business insights and put them to use.

Conclusion

In a nutshell, a file management solution can significantly benefit your company if it is struggling with billions of files at your local data centers. These systems are designed to analyze the file content and metadata in-place and help you with your analytics, deletion, archive, and long-term information governance needs.

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