7 Advantages and Disadvantages of File Management System | Limitations & Benefits of File Management System

Computers employ a method called a file management system to store data on a storage medium. People can handle data without having to use paper-based ways by using this process.

These file systems are often made to handle different types of files with varying degrees of efficiency. In particular, an increasing number of companies are using FMS solutions to solve the record-keeping challenges they encounter. 

 

Every file in FMS is categorized and classified based on its type. in order for users to quickly identify the information they're looking for. The file management system still has many shortcomings despite its many advantages. These benefits and drawbacks must be taken into account in order to determine how effective the system is in managing records.

I will discuss the 7 Advantages and Disadvantages of File Management System | Limitations & Benefits of File Management System. You will learn about the pros and cons of utilizing a file management system from this post.

Now let's get started, 

 

Advantages of File Management System

1. Cost Effective

Because file management systems are digital filing systems, they are incredibly economical. Any kind of document that needs to be saved on paper can also be stored digitally. 

 

Thus, there are no expenses associated with leasing the premises, buying cabinets, or acquiring actual documents. Additionally, the amount of space the office needs for the documents is significantly decreased by this kind of management.


2. Security

The file management system offers a level of security that is unmatched by the conventional means of file storage. Actually, a lot of firms choose to adopt file management systems because of security concerns. 

 

Authentication techniques like a password and username are used to protect the documents kept in the file management system. Furthermore, every piece of data is encrypted to ensure the confidentiality of any document.


3. Reliability

A file management system's data storage is significantly more dependable than storing it on paper records and files. The likelihood of files being damaged or destroyed here is significantly lower than with typical data storage methods. 

 

With a file management system, handling errors and natural disaster damage can be totally prevented. Users' personal information is kept entirely on the servers. As a result, customers may guarantee that their documents are protected from any harm.


4. Data Sharing

One of the main functions of a file management system is data sharing. FMS makes it possible to share data with everyone extremely effectively. Multiple people can share the same data that is stored on files at once.


5. Data Retrieval

The use of a file management system will make data retrieval very simple. A file management system uses a digital method that gives users quick access to the data they need. 

 

Here, users are spared from manually searching through copies of papers. As a result, relatively little time is spent retrieving data.


6. Data Backup

A file management system offers a smooth method of backing up data in the event of a breakdown. Computers by default provide functions for this reason. Nevertheless, third-party application packages may also be utilized if necessary.


7. Environment Friendly

It is more environmentally beneficial to use a file management system since it operates on a digital system and doesn't require paper documents.

In addition to cutting expenses, adopting green practices can improve a business's reputation. It may therefore offer additional advertising opportunities and tax benefits. 

 

 

Disadvantages of File Management System

1. Redundancy

Redundancy is a type of duplication that happens when the same information is present in many places. In this case, there's a chance that memory wastage will occur, raising storage expenses.


2. Inconsistency

Data inconsistency is frequently the result of data redundancy. Thus, distinct values are contained in the identical copies of the data that are spread over several locations. There should be paper listings among various files to stop this.


3. Accessibility

It's difficult to access data in a file management system. It's not as practical as it ought to be. A unique program must be run each time a user needs to access information in a different way.


4. Integrity

It is possible to integrate data from a file management system. indicating that it is inconsistent and incorrect. Consistency limitations are typically the source of this. 

 

Programming codes are used by programmers to establish constraints. Maintaining integrity may make the process of introducing additional constraints challenging.


5. Atomicity

Incomplete data is referred to as Atomicity. This frequently occurs when data entry is either done entirely or not at all. As an illustration, your system might crash during a transaction that ensures data atomicity. 

 

It is more difficult to guarantee atomicity in file management systems than in database management systems.


6. Data duplication

There is a chance that data duplication will occur because it is kept in multiple places. Data duplication in file management systems will result in storage capacity issues. 

 

Because these duplications are independent of one another, they are challenging to fix. As a result, it needs to be corrected manually, which can take time and effort.


7. Data Isolation

The fact that the data is kept in many places may basically imply that the file management system has segregated them. 

 

The formats of each file can differ greatly in these conditions. Because it necessitates sophisticated programming, extracting data from files can be challenging.