Many of you will have heard of companies like Dropbox who are one of the most well-known companies for storing your files, videos, pictures and other items online via cloud hosting. This is all very good and well for your files and documents in your home life, but can this be taken into the business world too?
Well the short answer is, yes. And in many respects it already has been made to happen this way. You can access the same type of convenient online file hosting as you can from a service such as Dropbox or SugarSync, depending on your requirements.
The whole point of digital document management in the first place is to ensure that you can have the best, most efficient and space saving experience possible when it comes to handling your files. The fact is that the majority of electronic document management systems out there will allow you to store and share your documents in a number of different ways. These include on an individual computer's hard-drive, over a shared network within your offices and, yes, over the web. In fact, many companies out there that provide document management services will also provide online hosting through their own secure servers. So if you already have a digital document management system in place and are interested in hosting your files over the web, then the best thing to do is to inquire about the company who's software you are using.
A number of companies who I have worked with before have seen the intense difference that having a digital system can make over a traditional paper based system, but find that their computers can sometimes not always handle the huge quantity of documents that they have due to a lack of funding within the organization, so opt for cloud or web hosting of their documents. This frees up valuable space on hard drives and makes life easier and the computers faster and easier to work with.
However many also have an understandable fear that hosting over the net can lack security and even leave their documents at risk. Again this is something that you should take up with the company providing the hosting, but for the most part, the storage should be encrypted and password protected to ensure that only certain computers, certain IP addresses and certain users that known the password are the only people that can access the documents. It is still a much more secure system than keeping documents in filing cabinets for example.
Digital document management is the way forward for many companies who deal with a large number or documents on a regular basis as it can vastly improve efficiency, save space, time and money, but online storage should only really be considered if it is important or would make life significantly easier, after all that is the point of digital management in the first place. If you can store your documents on a local server or over a local network then this should suffice the majority of company's requirements.
Source by Stephen J Wright