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Using a SystemA file management system (FMS) is software that helps organisations store, organize, and manage electronic documents and files. FMSs can be used to store a variety of files, including text documents, images, videos, and contracts. These systems can help you improve accessibility and security, make information easier and faster to retrieve, and they can be more secure than paper or physical filing systems. |
When choosing an FMS, it's important to consider the needs of the users, including their preferences as well as their requirements. Some things to consider include ease of use, accessibility, language options, and user interface.
Cloud storage systems such as Google Drive or Microsoft 365 can be used as file management systems as well as content storage areas, which will save on costs. It is important to make sure that the system you choose does everything your group needs it to do. Level 2 of Control Your Content will help prepare you to have conversations with file management providers to help inform your choice.
| File Management Systems are not a necessity, and you may choose to manage your content using lists and file explorers on your own storage.
For more information on naming conventions, file structure and file management systems, see the Organise your content section of the ‘What Next?’ document. These additional resources will provide more information and examples you can learn from. |
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