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To Control or Not to Control.... Is There A Question?



I have often spoken about the need to have an efficient document management system in place for any business. I can't stress it enough really. If you think a document management system is similar to file storage, read on, if you think that your filing system has worked for you, even though you have lost one or two proposals and felt awkward at meetings because you're information wasn't correctly updated or just lost, boy do I have news for you.

Firstly, what is file storage exactly? Simply put, you upload documents online and it is kept there for you to send employees to the link and download said document... There is only one or two flaws with that idea.

Problem One:

How safe is your documents online, and how can you be sure that only your employees are downloading them? How much assurance do you have that the file is still going to be there when you're server bites the dust and you need to get your documents back into your office? Not very much I would say right? Because many online file storage facilities only allow you to keep your documents online for a certain period of time, and only have the one server to work off of so your space and time is limited.

Problem Two:

Do you really trust them implicitly? Do you know who has downloaded that document from the serve and who is working on it at the time you checked on it?

You can keep all this up to date using a bank of filing cabinets yes, and your documents need never leave the office. They never seem to stay where they have to, do they? Someone, somewhere right now is taking a document home to work on it, and the amount of people that know that document has been checked out is minimal.

You sigh, and ask what you need to do about that? You could place a small security team around the filing cabinets, you could create logs where people have to sign to get a document out, but how is that going to help you streamline your business when everyone needs to check that log every five minutes of the day?

You look to an online solution. A solution other than file storage, I may add, and here's why....



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