What metrics should you track to ensure electronic filing and security?

1 File organization

One of the first metrics you should track is how well you organize your electronic files. This means following a consistent naming convention, creating logical folders and subfolders, and deleting or archiving obsolete files. A well-organized file system will help you find, access, and share the documents you need quickly and easily. It will also reduce the risk of losing or duplicating files, which can compromise the security and integrity of your data.

2 File backup

Another metric you should track is how often and how securely you backup your electronic files. Backing up your files means creating copies of them in a different location, such as an external hard drive, a cloud service, or a network server. This will ensure that you can recover your files in case of a system failure, a cyberattack, or a natural disaster. You should backup your files regularly, preferably daily or weekly, and use encryption and password protection to safeguard your backups from unauthorized access.

3 File access

A third metric you should track is who and how you grant access to your electronic files. Access control means setting permissions and roles for different users, such as read-only, edit, or delete. This will prevent unauthorized or accidental changes, deletions, or leaks of your files, and also allow you to monitor and audit the activities of your users. You should limit the access to your files to only those who need it, and review and update the permissions and roles periodically.

4 File encryption

A fourth metric you should track is how you encrypt your electronic files. Encryption means transforming your files into unreadable codes that can only be decrypted with a key or a password. This will protect your files from being intercepted, modified, or stolen by hackers, malware, or other threats. You should encrypt your files both at rest and in transit, meaning when they are stored on your device or server, and when they are sent or received over the internet or a network.

6 File performance

A sixth metric you should track is how you improve your electronic filing and security over time. Performance means measuring and evaluating the results and outcomes of your electronic filing system and security practices, such as the time, cost, quality, and satisfaction of your work. You should use tools and methods, such as surveys, feedback, benchmarks, or analytics, to collect and analyze data on your electronic filing and security performance, and identify the strengths and weaknesses, opportunities and threats, and best practices and areas for improvement. You should also set goals and action plans, and monitor and report your progress and achievements.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?