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Definition: File management system

What is a File management system?

File management systems or file managers are used by businesses to store, organize, locate, track and manage documents. This could include text documents, images, videos, animations, contracts or any digital file. As with digital asset management systems (DAM), files are managed in a hierarchical system with the main files split into subdirectories. Users have complete control over naming conventions and how the files are organized.

The best online file management software systems provide a more secure, user-friendly repository for important business files than paper or physical filing systems.

What are the benefits of file management systems?

It provides a central repository for all files
Rather than important files being stored on desktops and within specific platforms and drives, a file management system provides a central storage hub for all digital assets.

It protects access and usage
Files are often shared with multiple parties, both internally and externally. The best file management software puts you in control of who has access to which content and for how long. It also allows you to set permissions. For example, you may want to limit access to viewing rather than editing or publishing.

It streamlines processes
With file management systems your team can find, edit, collaborate, update and distribute files more quickly and easily. All those hours wasted searching for the right file can be invested in more useful activities.

It protects the brand identity
The best file management software includes version control giving users the ability to control which files are used and by who, thereby protecting brand identity. This means that older versions of logos or defunct brand imagery are never used and that campaigns are always current.

It improves collaboration
File management systems include commenting and feedback features so internal and external teams can collaborate on projects efficiently and effectively. All users can check back on discussions over time and management can review progress remotely.

It helps ensure compliance and data protection
File management systems can be used to store and manage important legal documents in a safe, secure manner. It also controls distribution and access to intellectual property can be protected. Users can see who had access over time and how the document was used. If any compliance issues arise the brand is protected.