Files as company assets

If you were to ask companies to state what their assets are, most would list servers, switches and laptops. Some may say they consider certain applications or pieces of software to be important assets as well. It’s obvious to us that what they’re missing is their Office files.These files are a strategic company asset. Try to take that group of spreadsheets from your finance team, for example. They will kick and scream.

Now, the question arises: Who is responsible for these files? It’s obvious who creates them, but who should actually claim responsibility for them? Well it depends on who you ask: IT would say it’s the business unit’s concern. Business units will shift responsibility to IT. If you ask business managers, most will be happy to take ownership of their files, instead of registering them with IT and adding to the bureaucracy. However, if IT has to upgrade the Office software, then responsibility shifts pretty quickly to their department. If these files, on which business units depend for day to day tasks, do not work properly, it’s IT’s job to fix them.

The situation can be compared to goods in transit. If Office gets upgraded, business owners put their Office files in the care of IT. If the files fall out of the proverbial truck, it’s IT’s responsibility to repair the situation. ConverterTechnology can help here by giving the IT department tools that quantify the potential issues and help them assess the costs of insuring files while in transit. These costs translate into a price that business units have to pay to cover IT’s responsibilities.

Furthermore, when you’re working with large enterprises, you need a tool that works passively. You need a tool that does not require getting permission from every business unit in the company. If we’re thinking large enterprises, it’s improbable you’ll get a reply from every employee and business unit and that they will hand over their files to you. This has to be done automatically. There are tools out there, like ConverterTechnology’s OfficeConverter 2010 that can alleviate problems with uncertainty, broken files repairs and so on.

Regardless of who’s responsible for the files, end users will start opening these upgraded files and try to run applications. If these don’t work properly, it’s your IT help desk who’s going to get swamped with all the calls. How many users is your support desk responsible for? If each of those users has two files with a problem in each, how many calls are you going to get?

In the end it’s better to avoid these situations. Or else you won’t have a happy help desk, you won’t have happy end users and so on. Files are company assets that are equally as valuable as your firewall, applications, switches and laptops.