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FileTrail Establishes Distribution with Ali Bin Ali

FileTrail establishes distribution agreement with Ali Bin Ali Technology Solution, ABATS, for Gulf Corporation Council, GCC, region.

FileTrail President Darrell Mervau at ABATS offices in Qatar.

ABATS will sell and distribute FileTrail products throughout the region.

 

4 Quick Tips to Clean Up & Unclutter Your Google Drive

4 Quick Tips to Clean Up & Unclutter Your Google Drive
4 Quick Tips to Clean Up & Unclutter Your Google Drive

Cloud-based file share and storage platforms like Google Drive can make our lives easier, but often they don't because they swell into a chaotic repository of files with no reason or rhyme. In the workplace, the ability to collaboratively access and change work-in-progress files is invaluable, and something that 67% of organizations deem to be business- and mission-critical.

Content Collaboration and Access is Mission Critical for 67% of Companies
Content Collaboration and Access is Mission Critical for 67% of Companies

The following are a few I recommend to help you gain control over Google Drive and other cloud-based file-sync-and-share (FSS) platforms.

Multiple versions of the same file? Locate the two most recent versions and open them in separate tabs. Utilize Google Drive’s revision history to determine what changes were made between the two, and delete the outdated duplicate.

If a file hasn't been modified in 6 months or longer, is it still relevant today? Are there files stored that are related to long-completed projects? Can they be archived in another system and removed from your cloud storage drive? I prefer to start in ascending order and work my way toward more recent files. It's much easier to weed out older files that are clearly no longer relevant or useful.

TIP: Define a retention period for your Google Drive moving forward, and set a repeating calendar reminder to review files on your Drive.

Separate work files from personal files, if you store any of the latter on your Google Drive account. Create and use one umbrella folder for your organization. Move the non-duplicate files that haven't been modified in 6 months into an Evaluation folder, to be addressed with necessary team members to determine whether it can be

If files on your Google Drive tend to serve an ephemeral purpose, you may want to create quarterly folders dating back to the oldest, still-relevant and critical content. If your role interfaces with numerous teams and departments, you may want to develop a taxonomy similar to your company's structure.

TIP: To learn more about the importance of Taxonomy to manage the ever-growing volume of information flow, watch our webinar on Taxonomy here.

The easiest way to move forward after this is to identify what types of files you store on your Google Drive, or other cloud-based shared drive, and who needs to access it. Using Google Drive's Folders, you can share only the content your team members need to access, and set edit/view permissions.

While Google Drive and other similar products, like Dropbox and Box, can provide many of the functions you need to manage digital files, it's often not an ideal solution at an enterprise level. The security levels may be subpar for your company, and as it's stored on Google's vast shared cloud, your IT team can't effectively audit how data is being stored.

When uncluttering your Google Drive, you should contact your Information Management and IT teams, and review their policy of shared drive usage. They may have a policy in place, but many companies, including 27% of companies surveyed still do not. Of those with policies in place, 26% of companies say they restrict network access to the most likely applications, like Google Drive and Box, while 17% say the policies are actively circumvented by employees.

27% of companies don't have any policies in place on the use of Google Drive or other cloud-based file share and storage services.
27% of companies don't have any policies in place on the use of Google Drive or other cloud-based file share and storage services.

Without some type of process and policy in place for governing cloud-stored data, it puts the entire organization at risk if anything happens to go awry.

In terms of effective management and control of business-critical content, enterprise companies should move away from cloud-based file share usage, like Google Drive and Box, and onto a secure and flexible enterprise content management platform. Many ECM companies lend more control over information storage and management through both a cloud-based SaaS option and on-premise hosting on a private server in a company’s datacenter.

Regardless of your cloud-based file sharing platform or hosting solution, you need to regularly chip away at any clutter or data rot, and ensure that all necessary teammates have access to the files they need. Developing a strategy to tackle the clutter that accumulates on FSS platforms, like Google Drive and Box, will make your day-to-day and long-term management of content far simpler.

If you have any questions about this post, contact the author at mktg [at] filetrail.com. If you'd like to learn more about FileTrail's Enterprise Content Management platform, fill our our contact form.

You Need A Better Approach to Information Management in 2015

Managing structured and unstructured information properly is one of the biggest challenges facing any organization. Moving forward, it’s pertinent that we address our present needs and lay out future plans, without ignoring the lessons we’ve previously learned from managing our business critical information.

  • How do we adequately secure our information, intellectual property and trade secrets?
  • How do we know and manage information that exists to mitigate risk?
  • How can we access our information and leverage it to improve our operating efficiency and profitability?
  • How do we manage all forms of information to protect our reputation with stakeholders?

2015 is the year that organizations need to push toward a unified approach to digital and physical content and information. Ensuring necessary stakeholders have access to critical data and assets through a system that can handle both structured and unstructured data is essential to guarantee business intelligence clarity throughout the content’s lifecycle.

In September 2014, Nucleus Research conducted a study on return-on-investment for enterprise content management products. They found that modern ECM systems deliver a $7.50 ROI for every dollar spent – proving that it’s vastly more profitable to have an appropriate solution in place to manage your information.

Only 35% of organizations cite having a paperless office as a priority, and improved search and sharing capabilities are of great importance to enterprise level companies. Approaching your information management strategy with a sense of urgency and diligence should be a high-level goal in 2015. As a records administrator or an employee that frequently deals with internal documents and assets, you should aim to lobby upper management and executives to extensively examine and revitalize your physical and electronic information management strategy.

The challenges your organization will face without a proper strategy in place can have a far-reaching detrimental impact across all departments. Operating individuals systems with different repositories is a poor approach that leads to limited visibility. Most standard physical records management platforms will not run cohesively with a separate electronic document management system without substantial custom development.

The benefits of implementing a unified physical and electronic information management system completely outweigh any initial set up, training and resource allocation, and the risk mitigation over time is invaluable.

information-mgmt-infographic
information-mgmt-infographic

FileTrail has worked diligently to craft a dynamic and adaptive enterprise information and content management system with a strong emphasis on physical records management and electronic document management. We believe that managing your paper efficiently and ensuring compliance remains a high priority in any information strategy and should not be overlooked.

At FileTrail, we help organizations gain control over their physical information and leverage the same taxonomy for your electronic assets. Our web-based system provides a powerful toolset to help clients transition from physical to electronic without creating chaos and losing control of assets. Our tools mitigate risk, have a high adoption rate and are easy to deploy.

Financial Services: Information Governance, Data Breaches and more!

Last week, we hosted a timely webinar with Doculabs entitled: “Information Governance Done Right for Financial Services”. With all the data breach talk surrounding JP Morgan, Home Depot, Target and others, it’s clear now is the time for organizations to take information governance seriously.

Scott Swanson, VP Global Risk and Compliance Practice Leader, at Doculabs and Jim Merrifield, Director of Information Governance, at FileTrail discussed the pressing governance issues financial institutions are facing today and provided practical steps these organizations must take to protect against cyber attacks.

“Information Governance needs to be at the center of enterprise GRC” – Scott Swanson, VP GRC Practice Leader, Doculabs  

Missed the webinar? No problem, we’ve provided a recording below for your viewing convenience. Enjoy!

 

Derek Jeter – 5 Keys to Leadership Success

On Sunday, September 28, 2014, Derek Jeter put his uniform on for the last time. Jeter finishes his baseball career with a .310 batting average, the sixth-most hits in history (3,465), 14 All-Star selections and 5 World Series rings.

Like most Yankee fans in their mid-30′s, seeing Derek Jeter’s entire career in pinstripes has been nothing short of amazing. I even had the privilege to meet Jeter back in 1996 at the Javits center in NYC.

No matter what profession you work in, we all can benefit from “El Capitan”. I’d like to share 5 keys to becoming a successful leader:

1. C – ONSISTENCY - Jeter’s middle name is consistency. Actually, its “Sanderson”, but it might as well be. No. 2 played in at least 140+ games 16 times over his 20 year career and every defensive game at shortstop, the most demanding spot on the field besides catcher.

Jeter showed up for work everyday. He was consistent and reliable.

To be a leader, you need to be present.

2. H – UMILITY - During his final game in pinstripes, the crowd would not stop chanting “Thank You, Derek.” In his post-game interview, Jeter stated “I want to thank everyone here. I’ve said it time and time again. Everybody, the fans, are saying, ‘Thank You, Derek.’ I’m saying to myself, ‘For what?’ I’m just trying to do my job. Thank you guys.”

Jeter never put his personal accomplishments (although there are many) over his team or the fans. He is as humble as they come.

A leader must be humble to gain the respect of the team and peers.

3. A – WESOME - Jeter is often called “Mr. November” or “Captain Clutch”. Why? Because he is awesome, especially when it counts. In addition to leading in postseason hits and plate appearances, Jeter ranks first in playoff games played, runs scored, total bases, singles, doubles, is tied for first in triples, third in home runs, fourth in RBIs, fifth in walks, and sixth in stolen bases. Yes, Jeter has been blessed with the opportunity to play in many postseason games, but he rises to the challenge every time. So, it didn’t surprise me one bit, that his final at-bat in pinstripes was a walk-off.

When opportunity knocks, a leader will be there to answer and deliver like a champ.

4. M – OTIVATING - “This guy is amazing, and he makes the players around him so much better.” said Analyst Kevin Millar.

A leader has the ability to bring out the best in his teammates and no one did it better than Jeter. Think of players like Paul O’Neill, Andy Pettitte, Jorge Posada, Bernie Williams and Tino Martinez. Would they have been as successful without the support of the yankee captain? Probably not.

A leader doesn’t need to be the best, just the ability to make his team better.

5. P – ASSIONATE - “I know there are a lot of players that have much more talent throughout my career. But I can honestly say that I don’t think anyone played harder. Maybe as hard, but not harder.” Jeter said.

I don’t know too many people, if any, who would argue with that statement. No doubt Jeters passion for the game of baseball contributed much to his success. He loved his job.

To be a great leader, you need to love what you do.

As a die hard Yankee fan, this past week has been kind of bittersweet. I’m sad it’s Jeter’s last year, but happy I had the opportunity to see his entire career.

It’s no coincidence these five keys spell C-H-A-M-P!

What quality do you look for in a leader? What’s your favorite Derek Jeter moment? Please share your thoughts in the comment box below.