Virtual document storage is the process of converting physical files to electronic documents that can be shared stored, accessed and shared. It can reduce the amount of space needed to store physical files. It can also enhance security by locking specific parts of a document to specific users. This is particularly beneficial for businesses who deal with a lot of paper. Paper documents can be difficult to keep track of and secure without a comprehensive security system, as well as administratively demanding checkout procedures, and also being more prone to loss or destruction in the event of a catastrophe, such as fire. Electronic files are much easier to monitor and less likely to be lost. They are also more resistant to destruction.

Consider how simple the system will be to use for guests and yourself when selecting a secure document management system. Examine the ease of uploading and downloading documents, and then ask yourself if non-technical staff can manage to get to grips with the system. Additionally, discover if the company offers any support and how accessible it is.

Who hasn’t accidentally deleted important documents from their PC? Common file sharing platforms such as Dropbox and Google Drive might be better backed up but they don’t have the capacity to organize files into a meaningful arrangement that is in line with your company’s or industry’s needs. Online document systems can do this and even provide audit logs on who has seen which documents.

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