Why Effective File Management is so Important

Leon Downie
Creative Director

Discover the importance of effective file management and learn how to streamline your digital workspace with HIVO's asset management platform. Explore our step-by-step guide to managing files, enhancing productivity, and ensuring data security.

File management is an essential part of maintaining an organized and efficient digital workspace. It involves the proper storage, organization, and retrieval of files in a system, which can significantly enhance productivity and ease of access to important data. In this blog post, we will delve into the importance of file management, provide some statistics and data, and guide you on how to manage files in the HIVO digital asset management platform.

The Importance of File Management

Effective file management is crucial for several reasons. It enhances productivity by reducing the time spent searching for files, ensures data security, and improves collaboration by making file sharing easier. Moreover, it helps in maintaining data integrity by preventing accidental deletion or alteration of files.

File Management Statistics and Data

According to a McKinsey report, employees spend 1.8 hours every day—9.3 hours per week, on average—searching and gathering information. This statistic underscores the importance of having an efficient file management system in place.

Furthermore, a study by Interact Source reported that 19.8% of business time – the equivalent of one day per working week – is wasted by employees searching for information to do their job effectively.

HIVO Digital Asset Management Platform

HIVO is a platform designed not just for storing files but also for ensuring that your brand, strategy, campaigns, and content maintain consistency and drive engagement. It categorizes users into three groups; Light, Regular, and Heavy Users, each with different rights and permissions.

How to Manage Files in HIVO

Managing files in HIVO is straightforward and user-friendly. Here's a step-by-step guide:

1. Uploading Assets: To upload files (referred to as 'Assets' in HIVO), click the 'Upload' cloud icon in the left navigation bar or the Upload icon in the Library/Collection Detail pages. You can upload multiple assets at once, and perform various actions such as adding new metadata fields or running facial recognition on detected people in images.

2. Tagging Assets: After choosing the assets to be uploaded, you can add tags to all assets in the selection. This helps in better organization and searchability of your data.

3. Asset Details: The next step is to add additional information to the asset selection. This includes description, copyright, license, attached asset, task, collections, folder path, production date, location, permissions, archive date, and sensitivity.

4. Automations: HIVO provides several automation options such as Tag Prediction, Face Detection, Thumbnail Creation, Web Version Creation, Watermark Version Creation, and Custom Creation. These automations enhance the functionality and usability of your assets.

5. User Rights: HIVO provides a range of User Rights that can be issued to Users of the system. The User Rights a User has determines what the User can and cannot do.

6. Groups: You may optionally assign Users to any number of Groups. Groups can be used to logically group Users together either by their role in your organization or by access level.

7. Single Sign-On: HIVO supports Single Sign-On (SSO) with Google and Microsoft Azure AD, providing a convenient and secure login option.

8. Asset Facial Recognition: HIVO also offers facial recognition capabilities. Users can run Face Detection on Assets that they have "Full Access" on, and tag faces on Assets.

In conclusion, effective file management is a critical aspect of any organization's operations. It not only enhances productivity but also ensures data security and integrity. HIVO provides a robust and user-friendly platform for managing your digital assets, offering a range of features and functionalities to streamline your file management processes. By following the steps outlined above, you can effectively manage your files in the HIVO platform and reap the benefits of efficient file management.

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