{"id":1755,"date":"2023-01-10T17:58:31","date_gmt":"2023-01-10T16:58:31","guid":{"rendered":"https:\/\/www.d-velop.com\/blog\/?p=1755"},"modified":"2025-09-18T12:20:35","modified_gmt":"2025-09-18T10:20:35","slug":"file-management","status":"publish","type":"post","link":"https:\/\/www.d-velop.com\/blog\/process-automation\/file-management\/","title":{"rendered":"File Management: Definition, Tips, Limits and Alternatives"},"content":{"rendered":"\n

File management, file storing, file organising, document storage, archive system, document management – isn’t everything the same!? This can be answered with a clear “yes”. The idea behind all these quasi-synonyms is the secure filing or archiving of files, in different “expansion stages” – and with different demands on complex processes such as revision security, retrievability, collaboration options and digitisation.<\/p>\n\n\n\n

<\/span>What is file management?<\/span><\/h2>\n\n\n\n
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Define file management<\/h3>\n\n\n\n

File management refers to managing, organising, copying, deleting, backing up, moving or editing files. These can be of different types, such as document formats, images and graphics, special formats of specialist applications such as CAD data, music and sound files, video, e-mails and many more. File management is making these records accessible to users on a computer system or network. File management is often prepared in a visually comprehensible way for users, e.g., using folder structures to make orientation easier. Filing can of course refer to classic paper files \u2013 so there is also analogue management. For this article, we are dedicated to the digital variants.<\/p>\n<\/div><\/div>\n\n\n\n

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Examples of a file management system<\/span><\/h2>\n\n\n\n

Classic file management systems are Windows Explorer and Finder – depending on the operating system used. The configuration is completely user dependent. The folders specified when a computer is first set up are variable but offer an initial orientation for the possible structure. There are also other file manager programs that you can purchase that are designed to better organise the management of your files. Depending on how disciplined the user is when it comes to the order on the digital drives, this can be practical or a become an operational nightmare.<\/p>\n\n\n\n

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File management quickly reaches its limits, especially in a corporate context<\/span><\/h2>\n\n\n\n

File management may be sufficient for a structured private person. In the corporate context, this quickly becomes complex and unmanageable. The necessary level of detail for folder structures can quickly reach upward of 7 levels within a growing company, requiring the naming of files to follow and maintain an exact process. Any variant of adherence to the process, will undoubtedly result in lost documents or hours of manual searching. Furthermore, if different versions are required to be used, the naming process becomes even more complex, often ending with frustration from hours of lost work.
Ultimately, business processes with \u201cclassic\u201d file folder management are as inflexible and inconvenient as they were when companies still circulated folders.<\/p>\n\n\n\n

<\/span>DMS at a glance<\/span><\/h2>\n\n\n\n

Document Management System (DMS)<\/a>, is a common solution for modern document management in the corporate context. Document management systems usually offer additional functions to simplify file management with many participants. Often these include:<\/p>\n\n\n\n