Now days most of the businesses are run online from the internet and also do business files, documents are stored online. Most of the offices are paperless due to this trend in the business by storing all the documents online including eBooks files etc. If you are managing documents online you need a Document Management Software to help you manage all documents online safely and securely. If your business is spread all over the world and it is easy for you to share documents from one place to another within seconds of upload. you can share the documents with your employees and others .Documents can also be protected by firewall and security with Username and Password. This will help you restrict your documents viewed by others or unwanted people. Some documents may be critical and will halt your business if people misuse it.
Choosing the best place to manage your documents is the key. I have seen people using Zoho, Google docs and others to share documents which are also a best choice. You can create different access permissions to users like users can only read, read/write etc. Switching to cloud will make you more efficient and helps users to access documents so easily.
Documents managed online will also have a backup solution so that if the server fails or any disaster it will restore them so that there is no interrupt in your business. Use a good plan with good bandwidth so that documents are managed very fast .Uploading and downloading can be very fast. If there are hundreds of people using the same document then you must make sure your bandwidth supports or buy a plan with good bandwidth so that there is no failure or crash in-between.
To be on the safer side you can also print all the documents and store in an archive room or something to make sure the data is available to you in case of Emergency.
Article written by Kasper avi who blogs on Technoblogger and other awesome tech blogs.