There are certainly a few different possibilities for folks who are exploring their options in electronic document storage. Gone are the days of simply keeping hard (physical) copies of every document generated by an office. Today most documents are generated and stored electronically. This saves time, money and (most importantly) space. Nowadays you are far more prone to see someone clicking through computer files to find something than you’re to find them elbow deep in a filing cabinet trying to find the newest version of a company document.
There are three major forms of electronic document storage. Each comes with its own security issues. document management system
The easiest kind of electronic document storage would be to simply store the documents on the hard disk drive of one’s computer. Here is the method preferred generally in most home offices. In bigger offices, however, this is not a wise decision because it takes the computer’s main user to constantly be e-mailing copies of documents to the one who needs them. That is time consuming and inconvenient-especially when you take the time to consider exactly how many e-mails gets lost in the web ether! That is, however, the easiest kind of document storage to secure. Simply put up a lot of firewalls and security programs and password protect your system and you ought to be good to go.
Network storage is the following amount of electronic document storage. With this sort of document management system, the documents may be created, uploaded and accessed by any computer that’s linked to the company network. Typically everything is stored on a shared drive that’s readily available from other network computers. This method is harder to secure, particularly when the network is kept offsite. You will need to put extra security measures set up to be sure nobody can hack into your company network and steal your information. That is also not really a wise decision for companies in that the employees do lots of travelling or working from home.
Internet storage is by far the most effective kind of electronic document storage, especially for larger companies or businesses that have lots of offsite contractors. With web based storage documents may be created, uploaded, accessed and even downloaded by any computer that may hook up to the web if an individual has the right security clearance. That is perfect for sharing information with clients who mightn’t reside in your business’s local area. Obviously, that is also the hardest kind of document storage to secure. Before you may spend hardly any money on a net document storage company, make sure that they’ve the greatest quantities of security in place. That you don’t want your files to have hacked!
Most people are using electronic document storage these days. Even medical offices are starting to share records electronically making use of their patients and fellow care givers (make sure your doctor follows the neighborhood security regulations before you allow him to store your medical records electronically). Electronic storage is easier, faster and far far more convenient than the older and more traditional methods of simply keeping physical copies of everything on hand.