A document repository is a much needed storage location for a non-profit or corporation's documents, as email is cumbersome and creates versioning issues. A document repository can help a company overcome the clutter and capture, organize, and distribute the essential documents and knowledge required to run a successful enterprise. There are a few different types of document repositories.
The first is FTP or File Transfer Protocol services. File transfer services operate like a FTP server with some upgrades to their document compliance and privacy options. They are priced based upon the amount of data being stored or transfered. Many have SSL-digital certificates.
Option number two is a cloud based file transfer service. "Cloud" is a relative new word in the business community and refers to a service that is complete web-based, meaning that it does not require a user to install anything on their computer to function. Cloud based file transfer systems are usually priced the same way as FTP services.
Although both FTP and Cloud based services are a vast improvement when compared to email, both have essentially the same drawbacks. When it comes to telework, telecommuting, or managing multiple office locations, both FTP and Cloud-based services are still cumbersome and difficult. Neither has the capacity to provide file or user audit reports, so management cannot tell who changed what files and when, which is especially troubling because both of these systems only have two levels of user access: full and none. This means that users that can view a file can also edit or delete it, and that a manager cannot tell which user deleted it without a data forensics expert looking into things. Secondly, these services often do not have technical support personnel and thus cannot help figure out how something went awry if it does.
Option number three for a document repository solution is a virtual data room. A virtual data room provides a file and folder based storage and retrieval system that enables companies to store documents in an organized way. A virtual data room uses the same encryption technology as online banking so that mission critical documents are never insecure. A virtual data room also has numerous options for locating documents including searching, sorting, and filtering.
Virtual data rooms also enable managers to see access logs per user and per file so that administrators know file and user history. They also have many more options and access levels than lesser document repository methods. For example, a user could be given or revoked any of these privileges: opening, viewing, editing, printing, downloading, and deleting. Secondly, for some files, users can be given these priveldges in addition to an option to turn on or off a security watermark detailing the users name, login info, time, date, and ip address.
In concussion, email is an inadequate solution for document collaboration among multiple parties. File transfer protocol services offer many benefits to emailing by getting rid of versioning issues, but have their own security risks and lack of accountability. The best solution is a virtual data room.
The first is FTP or File Transfer Protocol services. File transfer services operate like a FTP server with some upgrades to their document compliance and privacy options. They are priced based upon the amount of data being stored or transfered. Many have SSL-digital certificates.
Option number two is a cloud based file transfer service. "Cloud" is a relative new word in the business community and refers to a service that is complete web-based, meaning that it does not require a user to install anything on their computer to function. Cloud based file transfer systems are usually priced the same way as FTP services.
Although both FTP and Cloud based services are a vast improvement when compared to email, both have essentially the same drawbacks. When it comes to telework, telecommuting, or managing multiple office locations, both FTP and Cloud-based services are still cumbersome and difficult. Neither has the capacity to provide file or user audit reports, so management cannot tell who changed what files and when, which is especially troubling because both of these systems only have two levels of user access: full and none. This means that users that can view a file can also edit or delete it, and that a manager cannot tell which user deleted it without a data forensics expert looking into things. Secondly, these services often do not have technical support personnel and thus cannot help figure out how something went awry if it does.
Option number three for a document repository solution is a virtual data room. A virtual data room provides a file and folder based storage and retrieval system that enables companies to store documents in an organized way. A virtual data room uses the same encryption technology as online banking so that mission critical documents are never insecure. A virtual data room also has numerous options for locating documents including searching, sorting, and filtering.
Virtual data rooms also enable managers to see access logs per user and per file so that administrators know file and user history. They also have many more options and access levels than lesser document repository methods. For example, a user could be given or revoked any of these privileges: opening, viewing, editing, printing, downloading, and deleting. Secondly, for some files, users can be given these priveldges in addition to an option to turn on or off a security watermark detailing the users name, login info, time, date, and ip address.
In concussion, email is an inadequate solution for document collaboration among multiple parties. File transfer protocol services offer many benefits to emailing by getting rid of versioning issues, but have their own security risks and lack of accountability. The best solution is a virtual data room.
About the Author:
This packet has been constructed by V-Rooms.com. V-Rooms has been providing document management systems and document repository solutions for mergers and acquisitionss for the last 5 years.
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