As knowledge workers we rely on the information stored in virtual files, folders and documents every day to get our work done. With the new General Data Protection Regulation (GDPR) taking full effect soon, non-compliance of your data can cause major financial and reputational damage. So, document management governance is more important than ever. It requires an effort from the entire organisation, in which every worker is on the same page. But mishaps like document synchronisation issues can stop this from happening.
So, we wanted to set the record straight by listing three pillars to document management governance and explaining why they’re important.
1. Ease of access (and the power of metadata)
An architect scrolls furiously through his emails, trying to find photos of the floor plans for his latest project. He looks up to a boardroom of clients, when he suddenly realises that they’re not even in his emails – they’re on his office computer in that folder named ‘misc.’ By this point, the boardroom is just as bored and frustrated as he is. Frustrated with always having to scour through folders and apps to find information he needs, he pleads for the day when everything is just in one place, easy to see and easy to access.
In a metadata-driven environment, document types are organized akin to the ‘natural’ way we search for information. So instead of dedicating a huge folder just for photographs and another for employee contracts. The employee contract is married up with the ID photograph as they relate to the same topic. Files can also have several metadata tags ascribed to them, so the same ID photograph will reveal itself in numerous different contexts – depending on what you search for. Magic!
Thanks to the use of custom metadata, Easier365 offers simplified, dynamic views of your projects based on their metadata attributes. In other words, every piece of information about a single project is automatically categorized and displayed to you based on what it is, rather than where it is. So you can finally be rid of outdated folder-based approaches. Organising in this way, via context makes finding information easy, so they can get to working that bit quicker.
2. Transparency (and avoiding sync errors)
We’ve all fallen victim to sync errors at some point or another. When they do arise, we lose hours of work time trying to find the issue, all before we can even think about fixing it. The error could be caused by a whole range of things from a faulty sync client to a lack of storage space, and if you’re using OneDrive for Business you’ll know exactly what this feels like. Either way one thing is for certain; transparency is a major pillar in document management governance.
When a sync error does occur, Microsoft has a whole range of witch-doctor solutions. The advice is generic, ranging from checking your storage space, and restarting your sync client to simply resetting OneDrive if all else fails. The problem with these solutions is that they only guess at the problem. So you could frantically be deleting masses amounts of files to free up space, when the issue is something else altogether.
Easier 365 catalogues the issues with a description of why that file(s) failed. Transparency, or in this case a clear description of the error as opposed to a red circle with a white cross is the key to happiness. So for example, if one (or more) files fail with an issue such as “File path too long” or “not enough storage space” the user knows to simply rectify that issue, rather than taking a stab in the dark at a whole load of ‘could-be’ solutions from Microsoft.
3. Anytime, anyplace conflict resolution (for data storage bliss)
Data loss on cloud platforms is a major concern to every B2B company using SaaS applications. While these providers do a fantastic job of protecting themselves from loss they are not so vigilant when it comes to user errors. GDPR for example is about knowing what data you have, and most businesses falsely assume that the software vendor is actively protecting their data.
However, Contrary to popular cloud security myths – 64% of lost data is down to user error. Which means that your data is more likely to be lost by users collectively and individually, overwriting and deleting files. Than say a malicious hack which only accounts for a mere 13% of data-loss.
Easier 365 has an integrated conflict manager within the application interface, making the detection of conflicts clear and manageable. With ‘offline local version history’ you’re able to review, accept, or reject any conflicts, even when you’re 40,000 feet on a plane. Sure, you can always retrieve the correct version of your work in SharePoint’s version history, but a fat lot of good that is when you’re offline. With Easier365 you simply click ‘Restore’ and your masterpiece prevails.
Don’t trip on the small things
Having a solid document management governance system in place promotes quicker and easier collaboration amongst employees and offers you greater control over different versions of your documents. It increases productivity because employees have more time to focus on creative tasks.
If pennies make the pounds, then Easier365 can help to cut costs in your organisation. It’s the little things that go unnoticed that end up reducing efficiency—such as missed meetings due to documents getting lost, or the sheer number of hours it costs to manually sort files. But with greater automation and access you’ll find these issues becoming distant memories.
If you want to avoid the hassle of synchronising documents with OneDrive or OneDrive for Business, take a free trial of Easier365, or get in touch with Digilink today.