File and Folder Management software are one of the most important tools for your computer. File management is a very important part of your daily activities. The ability to quickly locate files, organize related content, and access it when you need it is critical to business success. This guide examines File And Folder Management Software and looks at some of the best programs available.
In this guide, we review the aspects of File And Folder Management Software, file management software open source, What are the 3 basic types of file management, and How do I manage files and folders?
File And Folder Management Software
File and folder management software is a great option if you are looking to keep your files in order and your organization more productive. The software can be used to store digital assets, automate processes and improve process compliance.
A well-organized business has a direct impact on the bottom line.
A well-organized business has a direct impact on the bottom line. Well-organized businesses are more productive, efficient, profitable, and competitive. These goals are directly related to the people who work in them—it’s more than just getting things done; it’s about how effectively you can get things done.
A well-organized business is easier to run if you have an effective filing and tracking system in place that allows you to find key documents quickly when they’re needed and helps others know where information is stored if they need it too. A good file management software system will help streamline your workflow so that everything is where it should be at all times—and with cloud storage options becoming more common these days, this means saving time by not having to go through multiple drives looking for files or folders!
The software can be used to store digital assets.
When you use this software to store your digital assets, you can be confident that they will be safe and secure. In fact, the software is designed to keep your assets safe in any situation. You can use it to store both physical assets and digital assets, or a mixture of both.
It has workflow managing capability.
Workflow management is the process of managing the workflow of a project. It’s not just about making sure tasks are completed on time, but also ensuring that they are carried out in the most efficient way possible.
Workflow software can help you manage both tasks and projects, by providing tools to assign responsibilities and deadlines to individual users. This allows you to not only keep track of your team’s progress, but also see where bottlenecks may arise so that changes can be made before it’s too late!
The softwares are available for free and at affordable costs.
There are many file and folder management software available for free. These softwares allow you to view, organize and edit your digital files. They also allow various other features such as search functionality, tagging of files, image editing etc.
Apart from these free softwares there are also cheaper alternatives that come with limited features but still provide great value for money. The price of each software varies depending upon its functionalities and support services provided by developers. You can purchase an inexpensive software if you just want to check out how it works or choose one which suits your requirements better than others at a slightly higher price point but comes with excellent customer support services or a free trial period so that you can test drive it first before purchasing it if needed. You should also consider the cost involved in running and maintaining the software on your computer system because this may vary depending on whether it is desktop based or web based application (cloud) etc.,
This software can automate processes, ensure regulatory compliance, and improve productivity.
File and folder management software can help you automate processes, ensure regulatory compliance, and improve productivity.
Automation allows you to create workflows that are triggered automatically by an action or event in UCM. For example, if a user moves an email into the trash folder they can be prompted with a survey asking if they wanted to delete the email permanently or just move it to their archive folder.
Regulatory compliance is achieved by enabling security features such as access control lists (ACLs), audit logs, encryption and digital signatures.
Productivity is improved through task automation which allows users to create powerful workflows for repetitive tasks such as sending out meeting invitations or updating their calendars with new events from Microsoft Exchange Server 2016 / 2013 / 2010 – Online Mailboxes (EWS).
This software can also be used for process automation.
File & Folder Management Software can also be used for process automation. Process automation is a way to reduce the time and effort required to complete a task. For example, if you need to attach documents in an email, it would take more time for your employees if they were doing it manually because they would have to find each document and make sure it was attached correctly. However, if you use software like File & Folder Management Software that allows employees to attach files in just one click, then this will save them time and energy so they can focus on other things or work faster. This means that process automation is something that benefits businesses by reducing their workload which ultimately leads them towards higher productivity levels which means greater profitability for themselves!
File and folder management software is a great option if you are looking to keep your files in order and your organization more productive.
File and folder management software is a great option if you are looking to keep your files in order and your organization more productive. File management software can help users automate processes, improve organizational efficiency, and meet regulatory requirements. Let’s take a look at how file management can help your company save time and money!
You’ll be able to use the software to:
- Automate processes like uploading files from the cloud or from other devices, using templates for frequently used documents and more. (This works particularly well with our mobile app!)
- Improve productivity by helping users find what they’re looking for quickly through search filters or by using key word searches within folders of documents. (Our mobile app makes this even easier.)
- Meet regulatory compliance requirements such as HIPAA with features that allow you to review access rights on specific folders before sharing them out—great for ensuring patient privacy!
file management software open source
Are you looking for a way to streamline your business’s organization methods? Using a document management system (DMS) is a common practice when it comes to keeping your documents organized electronically. A DMS allows you to quickly and effectively organize and manage documentation to ensure that your day runs smoothly but buying and maintaining a DMS can be expensive – enter open-source document management systems. We’re going to go over what open-source DMS is as well as the top five open-source document management systems out there.
What are Open Source Document Management Systems?
A DMS acts as an electronic filing cabinet – except a lot more advanced and better organized. A DMS goes far beyond sorting documents alphabetically as a typical filing cabinet would. It tracks, stores, manages, and accesses documents at the click of a button. It not only stores digital documents but also converts paper documents into digital docs so they can be stored electronically forever. DMS can be expensive and often unnecessarily – especially since there are so many open-source document management systems available either for free or for a small fee.
The definition of “open source” in this context means that the original source code is freely available and can be used openly by anyone. You can use it as-is or modify it to fit your needs.
Top 5 Open Source Document Management Systems
Have we convinced you that an open-source document management system may be the way to go? Here are five of the best worth considering, no matter the size of your business.
OpenDocMan is known for being one of the best open-source document management systems around. Not only is it free but it’s also web-based so it can be accessed from anywhere rather than just your work computer. It’s written in PHP, which is designed to comply with ISO 17025 and OIE standards for document management and used by large and small businesses as well as government agencies, educators, and individuals.
Further benefits of OpenDocMan include:
Kimios is optimized to help companies with a large document flow stay organized. This is especially useful for busy departments like human resources and accounts with an abundance of documentation flowing in and out daily.
Further benefits of Kimios include:
3. Alfresco Community Edition
Alfresco Community Edition is an open-sourced version of Alfresco Content Services for those who have the capability to self-support. It is written in Java, uses PostgreSQL to store its database, and is both free and widely available.
Further benefits of Alfresco Community Edition include:
4. LogicalDOC Community Edition
Similar to Alfresco Community Edition, LogicalDOC Community Edition is the open-source document management version of LogicalDOC. Although this version does not come with the same features as the paid LogicalDOC version does, it is free of charge and offers its own range of benefits.
Further benefits of LogicalDOC Community Edition include:
5. OpenKM Community Edition
OpenKM Community addition is another free version of OpenKM. It is accessible via the web making remote access easy and is a great option for businesses with few users and non-critical data.
Further benefits of OpenKM Community Edition include:
While there is a range of open-source DMS out there, we included some of the best available, regardless of the size or complexity of your business. It is not necessary to spend an arm and a leg on a DMS. There are plenty of options available that are not only highly effective and efficient at keeping your documents organized but also free of charge.
What are the 3 basic types of file management
Every day, organisations document tons of important information. While many of these organisations have taken steps toward digitising this information, not all are taking advantage of file management systems. For those that do, such systems quickly become invaluable.
Dan Gower, owner of Buddy Gardner Advertising, says his company wouldn’t be able to function without a good file management system. “It’s critical for collaboration, client approvals, and content management at my digital ad agency.”
For those of you who are fighting an uphill battle to get people on board with this type of system, below are a few things you can say when they ask, “Why is file management important?” But first, let’s get a clear picture of what file management is like in practice.
What does file management look like?
What is file management? It’s the practice of collecting and organising files in a manner that helps business teams be more efficient.
As for what it looks like, consider the below features and screenshots from Glasscubes, an all-in-one collaboration suite that includes file management capabilities.
Glasscubes offers a safe digital environment in which you can store and share files with whoever you deem appropriate, whether they are part of your internal team, or an external client or supplier. It has no restrictions on file types or size, and data is encrypted both in transit and at rest.
Versioning ensures your team and clients are always using the most recent version of a document by automatically tracking every version that’s uploaded. You can even lock files so other team members know you’re working on a document, and will avoid editing an out-of-date version.
File requests enable you to request documents from clients or suppliers in bulk. The system provides a clear list of files the recipient needs to upload and checks them off as the files are uploaded. If there are any missing files, the system automatically notifies the recipient to upload them.
Threaded discussions allow team members to add comments to a document’s thread to always keep conversations in context. That thread stays with the document across every version, even when it’s moved to another folder.
11 Benefits Of File Management
1. It centralises important documents in one place.
Documents are often siloed across desktop computers, laptops, tablets, mobile phones, flash drives, and email inboxes. File management systems can bring an organisation’s documents together in one place for easy accessibility. 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.
2. It reduces rework.
A staggering 83% of employees have to recreate pre-existing documents because they can’t locate them on their corporate network. While some documents may take just a few minutes to prepare, many require numerous man-hours to complete. Even if the rework time is low per document, that time can quickly add up across documents and employees. File management systems help keep documents organised, so your workforce can quickly find what they need and avoid reinventing the wheel.
3. It minimises project delays.
Beyond rework, not being able to find documents can also contribute to delays on time-sensitive projects. For example, say you have a marketing team that creates ad campaigns for multiple clients. The team must keep track of hundreds of assets—documents, images, videos, etc. Managing these assets without a file management system would be an arduous, time-consuming responsibility. The time required to find files could delay client meetings or even cause the team to miss important deadlines for ad submissions.
4. It cuts down on emails.
The dreaded email chains—we’ve all experienced them at some point. Unfortunately, some teams still have to deal with them! (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.
5. It makes reviewing and approving content easier.
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. Contributors and approvers need to be able to easily access documents to keep the process flowing smoothly.
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. “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. It supports communication.
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. Plus, maintaining the conversation history is useful for later reference. For example, you may need to recall why certain changes were made to ensure you don’t undo something important.
7. It gives you control over information access.
With files spread across different media, you don’t have any centralised control over them. Keeping files together in a file management system with the right features can help you control access to sensitive documents. Some systems give you control at the role level (e.g., administrator, manager, etc.), while other systems enable you to grant access to individual users.
8. It helps you maintain document versions.
If you’ve ever been unsure whether you’re working with the most up-to-date version of a document, you’re not alone. A troubling 83% of workers struggle with version issues in the workplace. And it’s no wonder this is the reality given the reasons we’ve already pointed out about siloed, unorganised documents. The right file management system automatically version-controls documents so your team has one less headache to deal with.
9. It makes files more secure.
“File management software can enhance the security of your sensitive documents and data, with individual and group access controlled by the file’s owner,” says Minesh Patel, founder of The Patel Firm.
Access varies by solution—some offer access options at the group level, such as for all executives or members of a certain department. Other solutions enable access more granularly, such as at the user level, so that each user profile is restricted by certain files or folders. Still others give you multiple options for granting access rights.
“Many solutions in this space also create an audit trail, so if something goes awry you can see the document’s access and edit history, tracing any issues to their source,” says Patel.
10. It helps with compliance.
Johannes Larsson, entrepreneurial coach and owner of several online businesses, says businesses in data-sensitive industries, such as those in finance and healthcare, need to adhere to strict and often complex federal guidelines to protect consumers and their privacy. “Non-compliance with these regulations can result in stiff fines, revoked licenses, and, in some cases, even criminal liability.”
Hence why file management is so important. “It helps keep private data secure by providing ways to classify files and restrict access to them. Some options even have features that automate backup and recovery, which safeguard against data loss,” Larsson explains.
11. It increases efficiency.
“File management creates an organized system that improves efficiency across the organisation, which is incredibly valuable for leaders,” says Samantha Moss, editor and content ambassador at Romantific.
Moss notes that effective file management improves workflow and enables easy access to relevant data and resources. By implementing a logical and consistent way to organize your files, you make it easier for you and others to find and use them. “Thus, you minimize the time spent manually searching for files and provide a system that’s both comprehensive and cohesive. As a result, employees increase their productivity and improve collaboration.”
How do I manage files and folders?
One of the simplest and most overlooked aspects of being organized is getting your computer files organized. Every time you have to dig around for a document you can’t find or have to do unnecessary clicks to access a folder, you are not as productive as you could be. You are wasting precious time that you could use doing something that would help you move forward with your goals. Your time, once used, you can never take back and if you don’t do anything with your file organization methods, you will keep using up your time just digging. Your document list is just going to grow steadily so now is the time to do something about it.
You shouldn’t be sacrificing your time searching for important files. You should be able to find a file in five seconds, not five minutes. I’ve been there too and there were even times when I really couldn’t find a file and when I wasn’t looking for it anymore, lo and behold–I found it.
The Best System to Eliminate Clutter and Keep Your Important Information Organized
Organizing does not have to be hard.
Asian Efficiency has helped more than thirteen thousand people get organized. This includes todo lists, emails, and also file organization. When it is time to organize important documents and tame your digital clutter, we are ready to help you build the perfect digital filing system.
Let’s look at some best practices for how to organize files and create a filing system for maximum efficiency and productivity.
The idea of a filing system goes back to the good-old-days of a filing cabinet and paper files and folders.
The advantage of the original paper-based filing system was that you really had to think about where to put files so that you could locate them easily when they were needed. When your files are digital, you can’t see or touch them. It becomes too easy to have files scattered all over your computer.
Since this is a digital mess and not a physical mess, often you don’t realize you have a problem — until you have a problem! You don’t feel the pain of a disorganized system until you can’t find a file you need.
Even though search is a powerful tool, and there is a training course in The Dojo taking you through searching for files, you still want to have a basic organizational structure so that you don’t have to rely solely on search.
Note: We’ll be talking about folders and directories on your hard disk in this article. The same general concepts will apply if you use a system like DevonThink, Evernote, or OneNote.
We’ll do our best to cover how to organize on both macOS and Windows in this article. For the most part, the user directory structure is the same, and the strategies should apply to both Mac and Windows.
The Goals of a Digital Filing System
There are three overarching goals for your file organization system:
Some Simple Rules For How To Organize your Files
Let’s start with some simple rules for managing your files and folders.
1. Don’t put files on the desktop
Your desktop is supposed to be clean and display that gorgeous high-resolution wallpaper you’ve got going on. It should contain your trash/recycle bin, and that’s about it.
On occasion, it can be handy to put a file or two on your desktop for temporary storage if you’re referring to it regularly and don’t need to file it just yet.
If you want to make sure to keep your desktop clear, check out our Hazel tutorial. There is a rule to automatically clean off your desktop. While Hazel is a Mac application, you can do the same thing with DropIt on Windows.
2. Limit folder creation
When you’re creating folders, think minimal. Most files can fit somewhere in your hierarchy if you’ve done a good job of initially mapping it out.
In general, only create new folders if you find yourself repeatedly coming back to save similar files in the same place, only to find that it doesn’t exist yet. You’ll know when it is time to create another level in the hierarchy rather than creating a vast extensive multi-layered tree before you need it.
You want your file structure to be as simple as you can get away with. I have always liked this quote from David Sparks in Mac Power Users episode 99:
“You don’t want to spend any more time on the input side than necessary to find it on the output side.”
3. Name your files and folders strategically
One of our goals for organizing our files is “Easy to Find.” A key way to accomplish this is by putting some thought into how you name your folders and files.
It doesn’t have to be anything complicated. Friend-of-AE Brett Kelly likes to talk about the concept of naming your data by keeping in mind your “Future You”. Here’s what he means by that:
…try to imagine the circumstance in which you’ll need it and which words you’re likely to use when trying to find it.
Think about saving a phone bill. Do you think phone bill.pdf is a good name? Probably not. July phone bill.pdf is not any better.
So when you’re naming that phone bill, think about how you might look for it. Probably:
So a good name would allow you to look at the files in a folder and right away see what each file is without opening it. It would give you things you can use to search.
So a good file name, in this case, could be 2017-07 XYZCorp Bill.pdf
The same concept applies to folders. It is not helpful to have a bunch of folders called Invoices inside other folders. It would be better to call the folder ABCCorp Invoices (even if it is inside a master ABCCorp folder) so that you can use that name to search on later. It makes it much faster and easier to get to with the keyboard.
Dropbox and File Sync
Before we get into the nitty-gritty of directory organization, I want to give a mention to Dropbox and other similar services.
Sync services (including those built into macOS and Windows 10) are amazing tools for having access to your important documents between different devices and being able to be productive wherever you are. They’re also great for sharing digital files with others.
We use Dropbox extensively, but many people use iCloud Drive or OneDrive, and Box and Google Drive are also popular.
The structures and strategies we talk about here can be used on your local file system, or can be synced to the cloud if you place the folder structure in the special folder for your service of choice.
The Document Folder
Whether you use Windows or Mac, you will likely use the /username/Documents folder on your computer. (Of course, if you use Windows, the slash is a \ instead of a /.)
If you happen to do both work and personal tasks on your computer, you should create two folders to separate out your personal and business items.
If you’re using Dropbox, it could look like this:
If you’re not using Dropbox, you can similarly do:
Now how you organize the personal folder is mostly a matter of how you mentally divide up your life. A very basic split could be Education, Employers, Family, Finance, Health, Home, Purchases, Travel, and Vehicle.
There could then be a moderate amount of subfolders under these. For example, if you are managing information for both your children and your parents, you may want to split up Family:
If your mind goes this way, you could also do a split by life areas, like:
The general rule to follow is to pick a folder structure that matches how you mentally organize things. If you use a task management system, it’s probably not a bad idea to mimic the structure that you use in there too.
Your business documents and how you organize them will largely depend on your occupation, industry, company and job position.
If you are in a large organization, you will likely be working from a shared drive, in which case the directory structure will usually be pretty set, so you don’t have to worry about it too much.
If you are a small team or organization, it can be helpful to work together to create the file structure. You’ll be more likely to have buy-in if the people on the team were a part of the decision-making process.
If you decide to store some files locally or if you’re not working from a shared drive, it largely comes down to what you do. For example, say you’re a business analyst doing project work. Your directory structure could be organized like this:
Save Time Searching by Using Sub-Folders
Each project would then have subfolders related to logical units of organization, like the type of work, stakeholders or who you’re reporting to. /archive is where you would move your completed projects when they’re done. In contrast, say you’re an online marketer working from your laptop on the beaches of Bali, you may have something more like this set up:
This is actually pretty similar to what we have set up at Asian Efficiency (sadly, I am not writing this from the beaches of Bali). How you organize your business-related directories comes down to how you decide to divide up your business or job into logical units. An easy way to do this is to grab a sheet of paper or a whiteboard and map out your company/enterprise in detail, based on what it is you do day-to-day. Then group related activities into logical groupings.