Getting a handle on your content requires having a reliable file storage account, tight security, and a strategy. If you don’t have all three, your content could become difficult to find and impossible to manage. If you work with a large amount of data, these tips will support your efforts.
1. Use an effective file storage account
To effectively manage content on a large scale, you need a file storage account that supports organization, security, and ease of use. Enterprise content management (ECM) aims to provide these solutions to businesses and individuals.
According to Box, enterprise content management consists of five basic elements:
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Capturing content. Scan paper documents, use electronic documents from the start, and use automation to fill and categorize documents across devices and networks.
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Managing content. This is how you organize, label, and secure your data.
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Storing content. Keep your content secure and organized in properly named folders to reduce the time it takes to find data.
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Preserving content. Preservation is how you store data long-term to ensure you’re compliant with audits.
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Deliver content. Being able to share files easily with end users is critical.
When selecting a file storage account, make sure it provides all the features you need to keep your data organized, secure, and accessible.
2. Condense files to one account
When your files are spread out amongst several file storage accounts, they’re harder to track and manage. It’s a pain to have to log into different applications to source necessary files, especially when you’re pressed for time or have a tight deadline to meet.
To make file management easy, condense your files into one central location. This will reduce the time people spend searching for documents and if you’re paying for multiple accounts, you’ll also save money.
3. Use a naming convention
The way you name your documents will determine how easily you can find them later. When you choose file names off the top of your head, it might make sense in the moment, but you’ll struggle to remember it later. This is why you need a naming convention.
Basically, a naming convention is a predetermined format used to create file names. When all files are named according to a specific pattern, you can search for files using those keywords and it will keep files highly organized inside your folders.
Here’s an example of a basic naming convention. Say you collect PDF contracts from clients. A good file name structure might be:
Lastname_Firstname_Contract_Date.pdf
You can also place the date first:
Date_Lastname_Firstname_Contract.pdf
This is a simple naming convention that will allow you to sort contracts according to last name or date, but you can also find contracts by searching for words in the file name. Just remember to standardize your date format to make all files uniform.
4. Assess third-party vendor security
Are you required to comply with specific data security regulations? If so, you need enterprise content management that is inherently compliant. Using any third-party application can increase your exposure to risks like data security incidents, compliance violations, and disrupted operations. According to data published by VentureBeat, 59% of organizations experienced a data breach caused by a third-party vendor.
The consequences of not vetting third-party security can be steep. Regulatory compliance violations come with hefty fines and security incidents that impact your clients, or the public can destroy your reputation. There’s also the chance that you might get sued.
When choosing a file storage platform, it’s essential to mitigate security risks as best as possible. Here’s where to start:
Before committing to a purchase or contract, speak with a representative to find out if they are compliant with your required regulations. However, don’t just accept “yes” for an answer. Ask for the details about exactly how they’re compliant.
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Review risky functionalities and disable them. For instance, if the application transfers data over insecure channels, disable that function if it’s not needed.
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Control access to your data. Always create strict access controls that don’t allow users more access than absolutely necessary.
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Use a third-party risk management program. You’ll need to hire an outside company for this, but when you handle sensitive data, it’s crucial.
Managing content takes a multi-faceted approach
Enterprise content management requires organizing your files so they remain accessible, but you also need to consider security and usability. The best solution is one that meets all of your needs in a single application and keeps your content secure.