SoftGuide > Functions / Modules Designation > File location

File location

What is meant by File location?

The term "file location" refers to the physical or digital place where files, documents, or other important records of a company are stored or archived. These locations can include physical archives, cabinets, warehouses, or digital storage sites like cloud servers, local databases, or document management systems. The file location is crucial for the organization, access, and security of documents within a company.

Typical software functions in the area of "file location":

  1. File Tracking: Tracking the location of physical or digital files to ensure they can be quickly found and retrieved.
  2. Filing Management: Managing filing locations and structures, including the assignment of storage spaces and categorization of files.
  3. Access Control: Controlling and monitoring access to file locations to ensure the security of sensitive information.
  4. Inventory Monitoring: Monitoring and managing the inventory of files at different locations to ensure proper archiving and avoidance of duplicates.
  5. Automated Archiving: Automating the filing and archiving of documents at the correct locations based on predefined rules.
  6. Location Reporting: Generating reports on the status and use of file locations, including access statistics and archiving history.

Examples of "file location":

  1. Central Archive: A physical room or building where all important company records are stored.
  2. Electronic Storage: A digital system where documents and files are stored and managed in a structured form.
  3. Departmental Archive: A specific file location used exclusively by a particular department, such as Human Resources or Accounting.
  4. Cloud Storage: An external, digital storage location accessible via the internet, used for storing and managing documents.
  5. Filing Cabinet: A physical cabinet in an office used for filing and organizing documents.
  6. Storage Room: A separate room or area used for the long-term storage of physical files and documents.

 

The function / module File location belongs to:

Reports, logs and documentation

Application observations
Document Sharing
Form entries