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Is Your Data an Asset or a Liability? Smarter File Management for Small Teams

  • Michael Vasey
  • Jul 24
  • 1 min read

Most small businesses underestimate how much they rely on their documents and data. Until something goes wrong. A lost contract, a corrupted spreadhsheet, or access rights in the wrong hands. Any of these can create friction or expose you to unnecessary risk.

Split illustration showing disorganised digital files and warning symbols on the left, and a structured folder system with labelled files and green checkmarks on the right, representing secure and efficient file management.

The Two Sides of Data


  • Asset: Helps you make decisions, serve clients, and stay compliant

  • Liability: Causes confusion, breaches trust, or triggers penalties


Where Things Go Wrong


  • Personal Dropbox accounts used for business storage

  • No access controls or version history

  • Client data scattered across email, Slack, and local devices

  • No consistent backup or archiving process


What "Good" Looks Like


  • Clear directory structure with shared access

  • User permissions aligned to roles

  • Consistent naming and versioning

  • Regular review of file relevance and retention


A Few Tools That Can Help


  • Google Workspace shared drives

  • OneDrive with structured permissions

  • Notion or Airtable for structured, searchable data

  • Version control tools for sensitive documents


If you're not sure whether your files are helping or hindering your business, let's take a look. It's often a quicker fix than you think.



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