Virtual document safe storage is the process of converting physical files into electronic documents that can be shared storage and access. It can help reduce the amount required to store physical files. It can also improve security by locking specific parts of a document only to specific users. This is especially beneficial for companies that handle an abundance of paper. Paper documents are often difficult to track and secure without a detailed security system and a hefty administrative checkout procedures, as well as being more susceptible to theft or destruction in the event of a catastrophe, such as an fire. Electronic files are much easier to monitor and less likely to be lost. They are also more resistant to destruction.
When selecting an online secure document system take into consideration the ease of use for you and your guests to use. Look at the ease of uploading files and downloading them, and then ask yourself if non-technical staff can manage to understand the system. Find out if the company provides any support and how accessible it will be.
Who hasn’t lost important files on their computer? File sharing platforms that are generic like Dropbox and Google Drive might be better backed up but they do not have the capacity to organize files into a meaningful order that is consistent with the work requirements. Online document systems can do this, and also provide audit logs that show who has viewed which files.
