Virtual document storage is the process of converting physical files into electronic documents that can be shared and accessed. It can reduce the amount required to store physical files. It can also enhance security by locking certain parts of a document only to specific users. This is particularly beneficial for businesses who deal with many papers. Paper documents can be difficult to keep track of and secure, and they are more vulnerable to destruction and theft during a catastrophe such as an fire. Electronic documents, on the other side, are a lot easier to track, less prone to being lost and more resistant to destruction.
You should consider how easy the system will be to use for you and guests when choosing a secure document management system. Look at the ease of uploading and downloading and determine if people who are not tech-savvy will be able to get to grips with the system. Find out if the company offers any support and how accessible it can be.
Who hasn’t accidentally deleted important documents from their PC? Generic file sharing platforms like Dropbox and Google Drive might be better stored on a backup but they don’t have the capability of organizing documents into a sensible arrangement that is in line with your company’s or industry’s needs. Online document systems can accomplish this, and provide audit logs on who has viewed which documents.
