From shelf to data storage? What IT can learn from the carpenter.

The administration of access rights to directories is security-relevant. In everyday life, file storage has become inflexible and not very user-friendly. Centrally managed authorizations also make flexible collaboration in different teams difficult.

Make use of the competence of the users!

Self-determined file management leads out of the file server chaos. Long before file servers existed, data was filed in paper form in folders and stored in filing cabinets made by carpenters. In batches, in a system created by the employee. Only the relevant employees had the key to the filing cabinet - and of course not the carpenter. And when the filing cabinet was full, the contents ended up in the dark archive in the basement.

If the carpenter used to have nothing to do with using the filing cabinet - why does IT have it now?

What the carpenter used to be is now the IT department. The systematic filing of documents with different folders as well as the administration of the access rights still shows parallels to the classic filing cabinet. But with all these tasks from setting up to archiving, hardly anything can be done today without the IT department.

When the carpenter creates rights: chaos instead of order in the file system

At best, however, the IT colleagues have a superficial insight into the areas of responsibility of the respective colleagues in the specialist department. They do not know how to map an optimal directory structure, which data is from
Users are needed and who should get which access rights - and who better not. This unfortunate distribution of tasks contributes significantly to the current sluggish state of the file server.

Was everything slower in the past?

Yes and no! Today the amount of data is growing faster. Of course, it took a long time to carve out a filing cabinet, and manual management also took time. In return, it can be stated that an average of 80% of all data on the file server today is completely out of date or irrelevant. Because this data is no longer carried into the cellar as it used to be with a full filing cabinet. On the contrary! They keep growing, are copied, duplicated and block the view of the actually relevant company data. So the data chaos is greater today. And according to studies, that costs up to an hour of manpower per day!

Understandably, this not only causes frustration. The costs and the energy consumption in dealing with the huge amounts of data are enormous. It cannot and must not go on like this.

Finally integrate the users independently into the data management again!

The users of the file system are more familiar with their own area of ​​responsibility and their own data than the IT department. It is therefore easy for employees to find the right storage location for a specific document
determine or create a new one. In contrast to IT (and earlier to the carpenter), a department head knows very well which employees are allowed to access the data in his department and which are not.

The competence of non-IT users therefore lies in the design of the practical use of the data storage. And only the technical management of the file server - just like in the example of the carpenter with the filing cabinet - still has to be anchored in the IT department.

If the users are involved in the design of the file storage within a clearly defined framework, the uncontrolled growth of data is slowed down. And efficiency and security increase.

Manage data and eliminate chaos with a user-centered tool

Actively involve the user again according to his role and responsibility. With migRaven.24/7 the competence of your own employees in handling company data can finally be used without help from the IT department.

Installed quickly. Fast in daily use.

After installing and configuring our software, users can immediately take on various data management tasks in the file system. The IT is relieved and no longer has to create folders, assign access rights and archive old data or create archiving rules. All of this now happens automatically and uniformly through simple actions that users trigger while working with the file system. In the course of a few weeks
the obsolete data disappear. And soon there is hardly anything left of the historical excesses of the folder structure.

Test migRaven.24/7 free and without obligation.

buy migraven.24/7 testConvince yourself of migRaven.24/7.
migRaven Analyzer offers various reports and lets you quickly differentiate between obsolete data and relevant data. With migRaven Data Retention move this superfluous data to the archive.
And thanks to ours Folder Self Service From now on you can only create directories with the appropriate permissions.

You will find an overview of all functions here .