Your Intranet Shouldn't Just Be a Filing Cabinet
By SimplifyIT | Published
The Filing Cabinet Trap
We've all seen it: a shared drive or internal portal with folders nested ten layers deep, cryptic file names, and outdated policies still floating around. That's not a system - it's a liability. When intranets act like dumping grounds, staff stop trusting what they find.
What a Modern Intranet Should Actually Do
A good intranet should be much more than storage. It should:
- Keep documents current and version-controlled - with access rules and audit trails (see how)
- Let staff submit forms and requests digitally - no more tracking emails (smart forms)
- Act as your single source of truth - policies, procedures, and expectations in one trusted place (definition)
Real Examples from Financial Institutions
Banks and credit unions use intranets to route onboarding checklists, collect vendor documentation, assign policy acknowledgments, and manage IT and facilities tickets - all without relying on email or sticky notes.
Signs You're Stuck in Storage Mode
- Staff rely on email or shared drives instead of the intranet
- Policies are hard to find - or worse, duplicated in multiple places
- There's no clear version control or change history
- Content gets updated by one person (maybe)
Your Intranet Can Do More
It's time to move beyond storage. A smart intranet brings order, clarity, and real-time access to every department. If your current system can't keep up, it's time to rethink what your intranet could be.
See It in Action
Watch a short demo or book a live walkthrough to see what a smart, secure intranet really looks like.