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CORPORATE PORTAL: EFFICIENT FILE STORAGE. PART 1

Corporate portal is a single common information point for all company employees. It means that ideally all data, applications and files should be here. I.e. ideally all projects and documentation to them should be on the portal; all regulations, standards, orders, news, descriptions and everything else should be there, too.



Files, data… Have you ever thought why files in common folders are often called a ‘file scrap-heap’?  The answer is simple: when users are working with files, there are no standards answering such questions as “What should be the structure of common folders?”, “How should the files be named?”, “Where should files be stored?“, “How to archive files”, “How to hand over administration (incl. files and a dismissal of an employee)” etc.



Let’s imagine that you decided to use a portal in this very way – to put company documents in order.



Let’s assume that a company that is implementing a portal for you, or you, by your own efforts, structured all the needed information and transferred it to the portal, and the rest of it you handed over to the “archives”. Of course, a question arises: “What should we do to prevent the portal becoming the same scrap-heap as common folders?”


To avoid such problem, the following conditions should be met:


  • The implemented solution should possess the following:

    • Rigid structure and flexible system of solution enhancement;

    • Search of the type “where do I save my document?”;

    • Means for finding old data and documents;

    • Means for handing over the information to the archives.

  • The company should have the following:

    1. standards describing how and what to save, how to hand over administration, files and other information when an employee is dismissed;

    2. people responsible for keeping and updating information

  • Company employees should:

    • be trained on how to work with the portal;

    • understand that documents should not be on desktops but they should be on the portal;

    • understand how and where to save files, how to name them;

    • understand how to categorise and structure data;

    • be able to search for information;

    • be able to adjust the way information is presented to make it easy-to-read;

    • know what they should do in case they find errors in portal’s work, or have suggestions how to improve it.

  • System administrators should have:

    • possibilities to find when information is out-of-use or wrongly kept;

    • feedback from users.



    How to realise all these items and make the solution efficient, we will tell you in the next articles.