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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.
Option number one: Traditional file transfer services. Traditional file transfer services operate like a FTP server with some rudimentary compliance and privacy options. They are priced based upon their storage and transfer volumes and offer SSL-digital certificate connectivity.
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.
Without a doubt, both of these systems are better than email, but when it comes to enabling users to work from home or the road, managing multiple offices, or the interactions of multiple companies and staffs, these systems leave much to be desired. Both of these systems offer little in the way of technical support or audit capacities; also, they require the user to know the name of the file that is being requested rather than having a robust in-document word search. Lastly, they have at most two security levels: on and off, which means that a user will either have full access, being able to edit, delete, view, and change a file or not even be able to see that a file exists.
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.
Option number one: Traditional file transfer services. Traditional file transfer services operate like a FTP server with some rudimentary compliance and privacy options. They are priced based upon their storage and transfer volumes and offer SSL-digital certificate connectivity.
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.
Without a doubt, both of these systems are better than email, but when it comes to enabling users to work from home or the road, managing multiple offices, or the interactions of multiple companies and staffs, these systems leave much to be desired. Both of these systems offer little in the way of technical support or audit capacities; also, they require the user to know the name of the file that is being requested rather than having a robust in-document word search. Lastly, they have at most two security levels: on and off, which means that a user will either have full access, being able to edit, delete, view, and change a file or not even be able to see that a file exists.
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 information has been prepared by V-Rooms.com. V-Rooms has been providing document management systems and document repository solutions for corporate communications for the last 5 years.
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