File manager module: Secure digitization

Digitization is transforming almost every industry. In the security sector, however, modern technology often still collides with traditional work tools. A typical example is the ring binder containing service instructions, telephone lists, or emergency plans. This approach is not only inefficient but also poses a significant security risk.

Your benefits at a glance

Minimize risks: Replace physical binders, which are a common weak point for data theft and liability risks.
Increase efficiency: Always provide your employees with the latest documents such as service instructions and emergency plans digitally and offline.
Ensure auditability: Use a central, traceable documentation base for audits, certifications, and public tenders.

A worn-out binder not only looks unprofessional but also carries a serious hidden risk. The solution is a consistently digital approach. The File Manager from COREDINATE^® replaces stacks of paper and provides all key information digitally, up-to-date, and highly secure on your employees’ work smartphones.

The traditional binder: An avoidable liability risk

A folder full of documents may give the impression of order. In practice, however, it is a weak point that directly affects your core responsibilities: safety, reliability, and compliance. Such binders often contain a wealth of security-critical information: building plans, work schedules, alarm system instructions, and frequently even handwritten notes with codes or PINs.

Anyone who gains unauthorized access to these documents knows every detail needed to bypass your security measures.

The loss of such a binder can endanger your customers’ safety and cause serious liability issues for your company.

Inefficient, outdated, and error-prone

Beyond the security risks, paper binders also slow down your operations:

Complicated updates: A new service instruction means collecting, updating, and redistributing every binder manually—a massive administrative effort.
Outdated information: There’s always the risk employees are working with obsolete documents, which in an emergency can lead to wrong decisions.
Cumbersome handling: In stressful situations, digging through a thick binder for the right instruction wastes time and is prone to error.

The digital alternative: The COREDINATE^® File Manager

No security guard can memorize every instruction. Documents are essential—the crucial question is how they are provided. With the File Manager from COREDINATE^®, we offer a secure, intelligent, and highly efficient alternative.

At its core, the File Manager is a high-security cloud storage solution designed specifically for the needs of security companies. Upload any file centrally to the COREDINATE^® Portal and control with just a few clicks who can access it, when, and where.

Your employees no longer carry customer-related documents physically with them but instead access them securely and encrypted via their work smartphones. At the same time, you can easily keep all documents for the entire team up to date from the office.

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Practical example: A typical problem and its digital solution

Imagine: A customer calls on Friday afternoon with a last-minute change to the emergency plan, effective immediately. The responsible employee is already en route to the site.

The old way (with binders):
You try to call the employee, dictate the change, hope it’s written down correctly, and then remember to swap out the binder on Monday. The risk of error is huge.

The COREDINATE^® way:
You upload the new emergency plan to the Portal within seconds, assign it to the customer and area, and mark it as "available offline." Your employee receives the updated instruction directly through the messages feature in the app, opens it immediately, and has the valid version on hand. The entire process is fully documented.

Features that make the difference

The COREDINATE^® File Manager is an active tool that optimizes your processes and enhances security.

Easy drag & drop operation: Save administrative time by effortlessly uploading documents, images, or videos to the portal.
Comprehensive format support: Supports all common formats like PDF, DOC, XLS, or video files (except executables).
Targeted assignment: Assign files to your company, individual customers, or specific areas. Employees only see the documents relevant to them.
Full control: Decide whether a file is visible only in the Portal for administration or also on field staff work smartphones.
Offline availability: Mark important files as available offline, giving your employees full access even without a network connection.
Maximum security: Data transfer is encrypted and stored on fail-safe servers that comply with German data protection laws.

Try COREDINATE free for 30 days

From digital document to audit-proof foundation

Every upload and every new version of a document is traceable. Combined with other COREDINATE^® features such as the digital logbook and the tamper-proof audit trail, you create a solid evidence base for all security-relevant processes.

This is crucial not only for internal quality assurance but also gives you a clear competitive advantage in public tenders and helps you meet the strict GoBD requirements.

Tailored packages for every company size

Getting started with secure and efficient document management is simple and risk-free.

Secure your documents and processes now

A strategic step toward greater security and professionalism

Don’t leave sensitive customer data and your employees’ decision-making confidence at the mercy of a physical binder. Switching to the COREDINATE^® File Manager is a strategic move toward more security, efficiency, and professionalism.

Equip your team with the tools it needs to deliver excellent work. At the same time, establish audit-proof documentation that stands up to any inspection and prepares your business for the future.

Frequently Asked Questions (FAQ)

What is the COREDINATE^® File Manager?

The File Manager is a feature in COREDINATE^® that lets you upload any files (e.g., service instructions, plans, videos) and securely provide them to your team via the app—including offline access and encryption.

What are the advantages over a regular cloud service?

Unlike general storage services, the COREDINATE^® File Manager lets you assign files directly to customers or areas. That way, your employee on-site only sees the documents relevant to them. Everything is integrated into one unified application, eliminating the need to switch between apps in stressful situations.

Is my data safe?

Yes. All files are transferred with encryption and stored on high-security servers in Germany under strict German data protection laws (GDPR). Access is password-protected. Unlike with a lost binder, your data is safe from unauthorized access.

What happens if an employee has no network connection?

You can mark any file as "available offline". The employee can then open the document anytime on their work smartphone, even without an active internet connection. This is critical for accessing emergency plans or emergency contacts in critical situations.