There are certainly a few different possibilities for those who are exploring their options in electronic document storage. Gone are the days of simply keeping hard (physical) copies of each document generated by an office. Today most documents are generated and stored electronically. This saves time, money and (most importantly) space. Nowadays you are more likely to see someone clicking through computer files to get something than you are to find them elbow deep in a filing cabinet searching for the most recent version of a company document.
You will find three major types of electronic document storage. Each comes with its own security issues. EDMS
The easiest kind of electronic document storage is always to simply store the documents on the hard disk drive of your computer. Here is the method preferred in most home offices. In bigger offices, however, this isn’t a good option because it takes the computer’s main user to constantly be e-mailing copies of documents to the person who needs them. This really is frustrating and inconvenient-especially once you set aside a second to consider just how many e-mails gets lost in the internet ether! This really is, however, the easiest kind of document storage to secure. In other words up a number of firewalls and security programs and password protect your system and you should be good to go.
Network storage is the following amount of electronic document storage. With this type of document management system, the documents can be created, uploaded and accessed by any computer that’s attached to the company network. Typically everything is stored on a shared drive that’s easily accessible 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 in place to make sure nobody can hack into your company network and steal your information. This really is also not just a good option for companies in that your employees do plenty of travelling or working from home.
Internet storage is by far the most effective kind of electronic document storage, specifically for larger companies or businesses that have plenty of offsite contractors. With net based storage documents can be created, uploaded, accessed and even downloaded by any computer that will connect with the internet if an individual has the right security clearance. This really is perfect for sharing information with clients who might not reside in your business’s local area. Obviously, this really is also the hardest kind of document storage to secure. Before you may spend anything on a web document storage company, be sure that they’ve the greatest degrees of security in place. You never want your files to have hacked!
Everyone is using electronic document storage these days. Even medical offices are starting to fairly share records electronically making use of their patients and fellow care givers (make sure your doctor follows the local security regulations when you allow him to store your medical records electronically). Electronic storage is simpler, faster and far more convenient compared to the older and more traditional methods of simply keeping physical copies of everything on hand.