In a busy working environment, there is a need for order, structure and a practical approach to running the working day. Document management is a huge area of a business and digital technology can provide many benefits that can help any workplace function seamlessly.
It’s not hard to picture a scenario where effective document management becomes a necessity. For example, a busy design office that’s working on multiple digital sketches could benefit greatly. Or perhaps a huge software development company, with multiple deadlines, designs, project briefs and charts would need a place to access files with ease, without having to load up individual computers and copy files through a memory stick, data transfer, or email.
The convenience of cloud based document management
One document management system that is incredibly effective is an intranet data storage facility. In this example, cloud storage is an incredibly effective and powerful data management system. Files can be uploaded remotely to a data server somewhere else in an office or a building, and can be freely accessed by clients and employees at the click of a button.
One of the biggest benefits of the cloud is the ability to archive and store securely. So if there is a data management problem, a security breach, or computer malfunction, instead of the data being stored locally and being lost irretrievably, a backup copy on the cloud allows peace of mind, as users can simply draw from the recently uploaded document and continue working. Files can be set to automatically upload, can be password encrypted (more on that later) and can be organised into folders and sub folders. Using the local intranet, users can upload, store, and download simply by using a simple interface where they can either click a button or drag and drop their files.
Drag & drop documents into the Claromentis digital workplace
The security of cloud based document management
Another significant advantage of using the cloud as a document management system is the ability to customise usage. Intranet administrators can tailor certain files, folders and even whole sections of information so only certain team members can access it. For example, there could be a management section in the intranet that only certain senior staff members can access and upload documents to, and then another which is specifically for other departments. The flexibility of a document management system, based within intranet software, allows for a clean and seamless digital workplace. This also benefits companies from a security perspective, as only suitable, correct data can be distributed to the relevant parties and it is less likely sensitive information will fall into the wrong hands.
This leads us to another significant benefit of cloud based document management. In addition to allowing specific subsections to be created for specific employees, leading to better time efficiency, security and management, documents can actually be encrypted for additional security. As these documents are stored on the intranet, administrators can really customise the security level of their documents, requiring a password for certain documents, a user authentication login system for others, and possibly even iris or fingerprint recognition if the technology allows for valuable files. Administrators can set the level themselves which allows for fantastic flexibility after a little training has been provided, and for most companies, a simple password or login system should keep most documents secure. As mentioned previously, the ability to compartmentalise access to documents depending on security clearance means, again, different passwords and login systems can be allocated to different departments of a business or company.
Edit documents remotely and collaboratively
Another significant benefit to cloud document storage is, of course, the ability to edit remotely. Not only can users upload documents, they can edit them, save their edits, and then work collaboratively with other users. In some circumstances, each member of a team can work on a project simply by editing the same uploaded document. The changes will stay remotely accessible and then others can make changes to the same document too. Again, all of this can be secured and encrypted, but it removes the need for constant emailing and transferring of half finished documents, as there is just one document in one easily accessibly space.
Of course, the benefit of a cloud document management system is it can all be internal, so there is less risk of hacks or the potential theft of data. Cloud systems are effective as a form of document management as they give control to both team members and the administrators, and are an incredibly flexible resource to allow documents to be uploaded, secured and edited conveniently and safely.