Problem faced by the organisation when using traditional file environment

File system is collection of data. In this system, user has to write procedures for managing database. It provides details of data representation and storage of data. In this –

• Data is stored in files.
• Each file has specific format.
• Programs that use these files depend on knowledge about that format.
• In earlier days, database applications were built on top of file systems.

This approach is mostly obsolete but –

• Understanding problems inherent in file based systems may prevent us from repeating these problems in our database system.
• Understanding how file system works is extremely useful when converting a file-based system to a database system.

Basically, it is a collection of application programs that performs services for end users such as production of reports. Each file defines and manages its own data.

It doesn’t have a crash mechanism i.e., if system crashes while entering some data, then content of file will be lost. This is disadvantage of traditional file based system. Also, it is very difficult to protect a file under the file system. This system can’t efficiently store and retrieve data.

Today’s progressing technology is prompting businesses to veer away from using traditional file management systems. Especially for companies that handle big data or have offices in multiple locations, manually storing folders in filing cabinets or creating an electronic database with different categories can be a cumbersome and impractical task. With the availability of enterprise file synchronization and sharing (EFSS) solutions, companies are enabled to access and share data faster and in a more secured environment.

Here are some of the reasons businesses are encouraged to make the shift from using traditional file management systems to acquiring an EFFS system.

Data Security

Traditional filing systems can be easily accessed by unauthorized personnel, making important data vulnerable to hacking methods. With no backup, electronic files may be immediately deleted or damaged by viruses. On the other hand, paper files can be lost when natural disasters such as floods or fires occur.

EFSS systems include features, such as password protection and access limits to ensure that certain data, will be only be accessed by authorized users. Having an EFSS system also allows companies to secure data and create multiple backup systems, reducing the risk of permanent loss of valuable information.

File Organization

Manual file storage requires physical effort. Someone who is looking for one piece of information may have to sort through many folders to pull out the correct file, flip through several sheets to locate the data needed, and then return the folder back to its correct location. Manual filing systems can also be difficult to maintain and can easily get out of order due to human error. Documents may be filed by accident on a wrong folder or taken out and not be put back. These errors can lead to either data loss or the creation of duplicate files.

An EFSS system enables users to check if certain files currently exist in the system, hence, will eliminate or reduce the occurrence of redundant files, data inconsistencies, or avoid data loss.

Accessibility and Data Sharing

Retrieving files in traditional file management systems may take minutes or hours to do, especially if the company maintains a large database. Since files may only be accessed by one person, other users who also need to view the file will have to wait or create a duplicate of the file. If a certain paper file needs to be sent to someone who is in a different location, the file needs to be faxed or scanned and sent as an email attachment. These instances can cause delays in processes and may even compromise data security.

Software-based filing systems provide a secure platform that enables data integration and data sharing. Multiple users may gain access to shared files, search through large amounts of data, and analyze them simultaneously.

Traditional file management systems pose many risks that can be detrimental to a business. Keeping paper files in manual storage or using a PC-based database leaves important information vulnerable to security risks. At the same time, poor data integration and limited accessibility may result in collaboration and productivity issues.

Small businesses accumulate various types of data, such as financial information related to revenues and expenses and data about employees, customers and vendors. Traditional file organization describes storing data in paper files, within folders and filing cabinets. Electronic file organization is a common alternative to paper filing; each system has its benefits and drawbacks.

Data Security

Traditional file organization has security advantages over electronic filing, but it also has its disadvantages. Electronic files are usually accessible on a network, which means it's possible for an unauthorized person to gain access to electronic data over the Internet through hacking methods. Electronic data can also be damaged by software security problems like computer viruses. On the other hand, paper files can be lost in fires and floods, but electronic data is easy to backup in multiple locations, reducing the potential for permanent data loss.

Complexity

A traditional file approach is less complex than electronic systems, which can make it easier for untrained people to access and manipulate data. Anyone can look through alphabetized filing cabinets to find a file. Locating and manipulating an electronic database information may require technical training, and user error can result in unintended alterations or data loss.

Access Time in a Traditional File Environment

One of the primary disadvantages of an traditional file environment is the time it takes to access data. It can take minutes if not hours to locate a few files in a large paper filing system. Electronic databases allow for almost instantaneous access to information. Faster data access time can increase the productivity of managers, analysts, accountants and other workers who use data on a regular basis.

Editing and Communication

A traditional file system is cumbersome in that it does not allow users to easily edit files or send information to others. Paper files often cannot be edited directly, forcing users to make new copies to update old files. To distribute data on paper files, users must mail, fax or scan the data. Databases allow users to edit information fields directly, and because information is stored digitally, it is already in a form that can be easily transmitted.

Order of Data

Data can get out of order in traditional filing systems. If someone accidentally puts a file in the wrong place, or takes a file out of a cabinet and forgets to put it back, it can lead to lost data or the creation of additional copies of files. Electronic filing systems allow users to quickly check whether information already exists somewhere in the system, which helps avoid problems like redundant files and data loss.

What are the problems of traditional file environment?

What are the main problems resulting from the use of a traditional approach to file processing?

What are the common problems of a file system approach?

What are the problems of managing data resources in a traditional file environment and how are they solved by a database management system?