Best practices on organizing your files in the cloud for security and efficiency.

Cloud files organization is something that can seem like a low priority, particularly with the rise of strong search tools and now with the rise of Artificial Intelligence (AI) search. Carolyn spoke with guest Norwin Herrera, IT Business Manager, to answer questions about why it’s important to create a file organization system, both for increased cybersecurity in the world of AI, and for the productivity and efficiency of your staff. Cloud file organization tips include prioritizing the project, clearly labeling files, and creating strong governance policies and training staff on your expectations on labeling and saving files.

Having a method and a system is important for safeguarding file access when you use AI tools to search accessible files. It’s also important to create a file retention policy for your organization, and governance around file search. 

How can you save money by routinely saving what is important and removing old or misleading files to an archive or deleting them? In addition to spending your nonprofit funds to backup files that are no longer relevant, your staff will spend more time evaluating if the AI search tool has surfaced a relevant or irrelevant file. That staff time is also money. 

Norwin provides some reasons to accurately label your files and makes a case for being organized online. He also provides tips on getting your leadership engaged in setting your file organization policies and seeing the strategic advantages to prioritizing this project.

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