THE DIGITAL GOVERNANCE CASE FILES
True stories… or almost.
Situations inspired by real-life cases that shed light on the often-overlooked risks associated with digital assets, access, licenses, and responsibilities within organizations.
CASE FILE 004
Where is the final version?
Dropbox, OneDrive, iCloud, local folders… When files are scattered everywhere, finding the right version can sometimes become an investigation.
An organization uses multiple storage spaces to keep its documents: Dropbox, OneDrive, iCloud, local computers and shared folders.
Over time, files are copied, moved, renamed, and sometimes modified simultaneously by several people.
Versions like "Final", "Final_v2", "Final_CORRIGÉ" or "Final_VRAIMENT_FINAL" are starting to circulate.
When a document needs to be found quickly, no one knows for sure where the official version is or which one should be used .
What seemed to be a simple classification problem is gradually becoming an issue of information governance.
ASSET CONCERNED
Digital documents, working files and cloud storage spaces
GOVERNANCE ISSUE
Centralization, organization, version control, and document traceability
GOVERNANCE FINDINGS
The organization does not have a clearly defined official source of documentation or common rules regarding storage, classification, nomenclature and version management.
The proliferation of platforms creates several competing sources for the same information.
Without a common document structure, the company gradually loses the ability to determine which document is official, who modified it, where it should be kept, and who should have access to it .
IDENTIFIED RISKS
Using an outdated or incorrect version of a document
Uncontrolled file duplication
Accidental loss or deletion of documents
Difficulty in identifying the official version
Information scattered across multiple platforms
Access retained by former employees or collaborators
Professional documents stored in personal accounts
Time wasted on searches or validations
Difficulties during an audit, litigation, or transfer of responsibilities
Risks related to confidentiality and information protection
RECOMMENDED MEASURES
Define an official source of documentation for the organization
Centralize professional documents in approved spaces
Establish a uniform structure of folders and subfolders
Define a file naming convention
Use version control features when available
Avoid multiple copies of the same document in different environments
Assign access according to roles and responsibilities
Revoke access when an employee or supplier leaves the organization
Document the rules for creation, classification, archiving, and deletion
Establish a data backup and recovery policy
WHAT TO CHECK IN YOUR ORGANIZATION
☐ An official storage platform is clearly identified
☐ Important documents are kept in accounts belonging to the organization
☐ A common classification structure is used
☐ A file naming convention exists
☐ Version control is defined
☐ Access rights are assigned according to responsibilities
☐ Previous access codes are regularly reviewed
☐ Critical documents are backed up
☐ Archiving and deletion procedures are documented
☐ Employees know where to register and retrieve official documents