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Why Build A Central Document Repository?

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By Author: Docusoft
Total Articles: 7
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Storing your business information, data and documents in a centralised document repository is a wise decision for any business wanting to protect its files and electronic assets.

What can centralised document storage do for your business?

Reduce the Amount of Disk Space needed for Document Storage

Storing files on desktops and on local drives can cause electronic filing chaos, data redundancy and unnecessary duplication. A document management system gives the advantage of providing a business a single virtual document repository shared between all its resources.
Documents are made easily accessible and less space is needed to store them! Searching for electronic documents is made simple in a structured filing scheme and as a result, document retrieval is quick and reliable.

Simplify Data Backup

Storing digital documents in a centralised document repository makes the complex business task of daily backups easy. Having one single point of backup for business documents simplifies back plans and in a case of any or disaster, files are restored easily and downtime for the business is minimised.

Provide a Knowledge-base for Competitive Advantage

Using a DMS to store electronic assets and files, provides a business with immediate information critical to its clients, cases, projects etc. directly from a centralised document repository. Centralising and making this knowledge-base accessible allows authorised users to search for information and documents simply based on the content they are looking for. Once found, documents and information can be retrieved and shared with colleagues quickly, without duplication and all without leaving the system.

Secure Your Most Confidential Data

Don’t risk inadvertently sharing intellectual business property via email or allowing employees to access information without the proper controls. A DMS offers the control of sensitive corporate information by storing it in a centralised document repository. A DMS can control user permissions to determine who accesses, views and edits documents and the information they contain. A DMS can also provide an audit trial that logs individual user interaction with the data it stores. It’s so much safer than simple file sharing; DMS features user authentication and password protection to ensure only authorised users access the documents they have permission to see.

Reduce the Risk of Data Loss Associated with Human Error

Mistakenly deleting data and files is a common occurrence but is preventable when data is centralised and secure. A document management system can secure documents and also store past document revisions. This functionality allows users to quickly access, review and use past versions without having to spend costly time recreating documents such as legal texts, forms, presentations and spreadsheets.

Ease the Burdens of Compliance

Regulation across various sectors is increasing and businesses are spending more time managing their compliance than ever before. Collating business documents and information in a central repository such as a document management system, means audit trials can trace what’s happened to them, documentation can be distributed as needed, data protection responsibilities can be shown, and regulatory tasks documented and tracked.

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