There are various types of business filing systems available, including physical filing cabinets, electronic file archiving systems, customer and vendor management systems, and mobile technologies. The choice of system depends on the format of the files, access needs, and storage capabilities.
Thanks to advances in office technology, there are many types of business filing systems to choose from when trying to keep important files organized and secure. Archiving is one of the most common ways businesses store records, keep track of important forms, access information quickly, and protect data that often needs to be available for years. The types of enterprise storage systems you choose depend primarily on the format your files will be in, how you’ll access them, and your organization’s storage capabilities.
The most commonly thought of business filing systems are self-contained furniture such as filing cabinets and drawers. These are usually made of metal or wood and contain large, smooth-running drawers that are large enough to hold hundreds of paper folders and files. From small businesses to large corporate offices, physical activity filing systems come in all shapes and sizes to accommodate any type of paper file that needs to be stored securely.
Other commonly used types of business filing systems are electronic file archiving systems. Computer operating systems have electronic archiving features built into the software to make this a convenient way to protect files of many sizes and types. Files can include text documents, graphics and images, software or web-based files. Whenever a new file is created or shared, the data can be stored securely in a virtual file folder which can be located on a disk hard drive of a single computer, be transported on an external hard drive, or stored on a virtual drive accessible from the Internet.
Other enterprise filing systems that are often part of the electronic filing realm are customer and vendor management systems. Companies that have a large number of customers and suppliers to track management of this are by storing customer and supplier information in a hard copy or electronic format in a special configuration of customer resource management (CRM) or management of suppliers (VM). This allows for a wide variety of files to be archived by the customer or supplier, for quick access upon request.
With technology improving the processes of many businesses, other types of business storage systems include mobile technologies such as smartphones and laptop computers. Traveling business executives can create, upload and share large data files using these devices. Information can then be transferred electronically via email or by connecting via the Internet or by running cables to home or office computers. This makes it much more convenient to store and access files from virtually anywhere in the world.
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