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File management is becoming an important aspect of companies for day-to-day operations. It helps companies to keep up with the large number of documents created daily. Using the right file management tool is important to save time and money. Developers across the globe are putting efforts into bringing highly efficient solutions for file management.
Several reasons highlight the importance of a file management tool. For example, it saves our physical storage and time through the digitization of files. Therefore, we don’t need to spend time on the maintenance of documents and making cabinets to keep them safe. According to research, physical files may take up 15% space of your office’s total area.
Apart from that, a file management tool also saves operational and storage costs. Modern businesses keep exploring solutions to decrease their operational costs. Moreover, file management tools can also give higher security for our documents. Any sensitive or important information exposed to the public can negatively affect the company’s reputation. A file management system helps to prevent this loss.
Even though file management tools have a higher importance, it is challenging to find one for yourself. The reason is that several options are available in the market, making decision-making difficult. But don’t worry. This article has made it easy to choose the right file management system. Let’s read the article till the end to get yourself the right file management tool.
What Is a File Management Tool?
File management tool gives us strong control over our company’s assets. It helps us to manage, store, organize, and manipulate files on our computer system. Moreover, a file management tool helps us perform tasks like backing up data, organizing file folders, and setting permission for security and access. File management tool carries importance since it makes accessing and saving our files easy.
The three main components of a file management tool are storing, organizing, and protecting the files. Apart from that, file management tools also come in various types. Let’s explore the features that we must look for in the right file management tool.
What Features to Look For in a File Management Tool?
The larger the business, the higher the storage needs and security requirements. Therefore, we must choose a file management tool with amazing features. Here is a list of the best features to look for in a file management tool.
Encryption
Data encryption is important when looking for ways to prevent data exposure risks. We must ensure that our chosen file uploader provides security for our data through encryption.
User Management
It is a fact that a file management tool with data encryption can be exposed to risks due to the negligence of a user. The efficient use management system can solve this problem in a file management system. It refers to taking control of everything that a user can access.
Compliance
The right file management tool must be compliant with the right security standards. It must ensure the privacy of sensitive information shared by the companies. IT compliance can help us to focus on security measures and data storage in a safe environment.
Update & Maintenance
Both updates and maintenance play an important role when choosing the right file management system. Without updates, a file management system can also put your data at risk. The right file management tool must offer opportunities to maintain and update our file management system.
File Lifecycle Management
A file management system should be able to maintain the sensitive information in past files of a business. It should be able to track the important information in those files. Moreover, it should be able to manage those files throughout the whole lifespan.
These five features can help you choose a secure file management system. However, file management systems are also coming with advanced features these days. Let’s look at some of the most trusted file management tools we can use for our businesses.
What Are the Top 5 File Management Tools in 2023?
Here are the top 5 file management tools that can help you with your business’s file management activities.
Filestack
Filestack is a simple file uploader that comes with powerful APIs. It helps us transform, upload, and deliver files into our application. Filestack also offers powerful file transformations. Some amazing features of Filestack are given below:
Features
- Efficient
- Different upload methods
- Elegant user interfaces
- Worry-free File uploader
- Cloud upload-ready
- Customizable integration
- Drag and drop
- Easy cloud storage integration
Cloudinary
More than 1.3 million developers trust this file management software. The file management API of Cloudinary gives us powerful visual experiences. Moreover, it also helps us to improve efficiency, engagement, and revenue.
Features
- Upload widget, API, and search
- High-performance delivery through a CDN
- Access to free add-ons
- Video transcoding and adaptive streaming, and multiple other features.
Note that the features of any file management system also depend on the pricing plan. A free plan might not have the features of a premium plan.
Transloadit
Transloadit is another simple API that helps us to manage files for our applications. There is no need to manage or own the infrastructure for managing files through Transloadit. It doesn’t require any credit card and gives 5GB of free storage every month.
Features
- Smart CDN
- Compress files and save data
- Detection of malicious files
- Easy integration
- Resizing and encoding of files into various formats
- Image manipulation
- Audio encoding
Uppy
This file management solution is considered best for fetching files from remote places. It is easy to use and reliable with seamless integration. Let’s take a look at its features.
Features
- Open source and driven by the community
- Lightweight
- Sleek user interface
- Resumable file uploads
- Free to the world
Uploadcare
Uploadcare is one of the user-friendly platforms for the file management process. It is an HTML5 uploading widget that looks great on any device. Uploadcare gives us simple and powerful building blocks to efficiently manage our files.
Features
- Lightweight
- Lightspeed
- Customizable
Final Thoughts
A right file management tool is the one that fulfills all your file management requirements. Therefore, we must know our requirements before investing in any file management tool. File management helps businesses manage files burden so they can focus easily on other aspects of a business. We can choose any of the above-mentioned tools as they are reliable and accurate.
FAQS
What Is the Best File Management Software?
Filestack is one of the best file management software.
What Are the 3 Basic Types of File Management?
- Relational
- Network
- Hierarchical
What Is a File Management Tool Example?
Uppy, Cloudinary, Dropbox, and Uploadcare are some examples of file management tools.
Why Is File Management Used?
File management is used to increase the security of your files and manage them efficiently.