You receive a 2MB email from your client. You save the attached file to your file server. You forward the email to 2 others on your network so they can have a copy too. You edit the file.
Over the course of just a few minutes you’ve made one 2MB file, into a fat, space hogging monster.
The example I gave was just with one file and one person. But think of the 60 person company that has 30 active email users. The monster now has children, teenagers, cousins and uncles.
As your use of digital technology grows, it’s important that your work hard to establish policies and leverage technology that can ensure you have optimal file management.
The WSJ writes Rather than simply expanding their digital repositories, companies are experimenting with ways to cut down on the amount of data they store. They also are adopting new approaches to make the mounds of information more searchable and accessible for their employees.
“We’re an information business so data management is core,” says Tom Sanzone, the chief information officer for Credit Suisse Group.
There’s two key ways you can better manage your files. Individuals need to be responsible file creators and users and do their part to keep files to a minimum. Instead of emailing 10 people a copy of the annual report, why not point them to its location on the server?
Use tagging to define when files can be deleted and/or archived off your main network.
Of course, storage is getting cheaper, but just because water is plentiful does that mean we waste it?
Of course note.
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