productivity

Your Next Test Drive May Not Run on Gas or Batteries

 

WOULD YOU BUY A CAR WITHOUT DOING A TEST DRIVE?

One great thing about Tesla that sets it apart from other automotive companies, is that they allow customers to take a private test drive their Model S. If you’re looking to buy a car with a hefty price tag, you probably want to get a feel for what it’s like before you make the decision to purchase. The Model S receives all sorts of rants and raves as the best electric car on the market, but with a $90,000 price tag, you still want to get behind the wheel rather than relying on reviews from Tesla fanatics.

FILETRAIL'S TEST DRIVE EXPERIENCE

FileTrail offers their own version of a test drive by providing a sandbox system.  The FileTrail Sandbox is an actual running system – not a demo – that is set up for your private experience.  The FileTrail Sandbox is currently available at no cost to AM Law 250 Law Firms, and can be available in as little as 24 hours.  Serious buyers can even test drive FileTrail in a sandbox pre-loaded with their data for a more realistic experience.

Normally when you install software, bits and pieces of it are installed all over your computer’s hard drive, leaving orphaned files even after the software is uninstalled. Because the FileTrail Sandbox is in the Cloud you can safely test drive the system without any changes being made to your servers or desktop computers.  Once you select FileTrail you can determine whether to implement the Cloud solution or install on-premise with your IT department.

The FileTrail Sandbox includes all the configuration tools. This allows you to make configuration changes to adjust the fit or confirm how easy adjustments are to accommodate future change.

SOLUTIONS FOR AM 250 LAW FIRMS

Many of our current clients, including Jackson Lewis and Husch Blackwell, started with a test drive in the FileTrail Sandbox before selecting FileTrail as their Records Management solution. 

Before starting the test drive in the FileTrail Sandbox many organizations create a checklist of features and capabilities they want to see.  This typically includes processes like file creation, printing labels, searching, reporting, applying retention, managing holds, and more.  The test drive usually kicks off with a brief training on the checklist items, and includes help desk support during the test. 

Some organizations begin with a week of testing against the checklist without any training.  The purpose of this is to test how intuitive the FileTrail software is for a new user with no knowledge of FileTrail, and really kick the ‘user experience tires’ hard.  We actually love this kind of test drive, and have incorporated this feedback into the software to improve the UI and streamline processes.

 

Shared Drives are Big Investments

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Corporate Shared Drives: > $2k per Terabyte

From startups to giant enterprises, the quick and easy way to save and share information has always been with shared drives. From the floppy disk to portable thumb drive, employees would pass on information like documents and files, from one hand to another. Employees on a daily level won’t even think twice about their shared drives creating duplicates, or documents that aren’t version controlled, and how much storage space they’re using.

However the question today is: How much are we paying for the convenience of shared drives?

As an organization, are you wondering where your money is going for the convenience of your employees using shared drives? Let’s take a look.

Storing Information Cost $$$

Whether your company is hosting an on premise solution, or paying monthly for their cloud service, data storage is expensive. The going rate for shared drive storage will run a company about $2 a gb. When thinking in terms of terabytes, that’s going to run you $2,000. The equation is simple here, the more data you have equals the more storage you’ll need.

The issue with shared drives is that they’re inherently difficult to control on a management level. They tend to belong to the individuals that use them and those individuals dictate what information is stored.  Also, there are no technical restrictions as to what can be stored onto a shared drive thus corporate regulations are difficult to apply. What this leaves your company with is a drove of data that is likely to be a duplication of other duplications.

If your employees are loading these duplications up into your server, next thing you know, you’ll have whole terabytes full of unmanageable files and documents. The more regularly your company utilizes personal shared drives, the more you’ll have to pay for storing all of that bad data.

Reduced Productivity Cuts into Profits

With shared drives, there’s no confirmation that what you find, is the latest version of the file or documents you need. The lack of version control reduces productivity when an employee has to double check or even triple check to make sure the file is correct. This waste of time cuts into productivity which cuts into the profits that an employee is bringing in, either through sales or support.

Without regulating and managing the information that gets stored, shared drives not only create duplications, they save unfinished files or older versions of the file. When an employee is looking for Mr. John Doe’s files, they might very well pull up a half finished report.

Not controlling duplications and versions being stored, make it nearly impossible for document searches to be done. Employees will spend a significant amount of time on company dime, searching for the correct and most up to date version of a file.

Better Save Up for Litigation Risks

The use of shared drives is an extremely high risks practice. Legal issues of any manner are costly and having an inadequate data management practice could result in numerous fees, failed audits and litigation risks.

With each and every item that comes from a shared drive going into your server, compliance and retention policies must be applied. In order to be legally compliant, this data must then be managed through its entire lifecycle and defensibly disposed. If your employees are storing important information on their personal shared drives and those records or files never make it up into your servers, then critical information can be lost at any moment. If your employees are storing redundant information files, then legally, your organization must apply compliance, retention, and manage the lifecycle of all redundant files.

Whether your organization is being proactive by setting corporate rules and steps to minimize shared drive risks, that time spent is costing money. If your organization loses information, that will cost money. If your organization fails to manage the data stored in and from shared drives, the cost of fees, failed audits and litigation risks will add up. This is cash that’s just flying out the front door.

From storage costs, to loss profits and litigation fees, shared drives are racking up a major bill within organizations. Don’t let their convenience fool you into thinking that this is a manageable practice because it’s not and everyday, organizations are forking over big bucks.