Document Management News Articles from Pearl Scan Solutions
The ups and downs of online data storage
Date: 17/06/2010
It seems more and more company offices, organisational departments and even people on their home computers are storing more and more data online these days. Here we take a look at why data is being stored, why this is so convenient and any disadvantages to this method of storage and retrieval.
Online document retrieval systems form a large part of this online data retrieval trend. By having a document scanned and electronically archived it can be uploaded online to a secure location for retrieval while in or away from the office so this obviously offers much quicker file retrieval than the traditional filing cabinet. Computer users at home are also storing their files in their e-mail accounts and on social networking sites where they can then access them from other computers.
Looking at the growth in the market for online document retrieval systems such as Microsoft Sharepoint it seems that more businesses are realising what a cost effective system it is to have all office documents available from any location. Here are some of the main advantages of having an online document retrieval system in place:
Advantages
• Any desired document can be retrieved in seconds once logged on using a search reference number or name
• Documents can be accessed from any location with an internet connection
• Documents can be edited and uploaded again without any printing costs
• Files can be shared, distributed worldwide and saved on the users computer
• Paper is reduced helping the environment
• Pages can be reviewed by management quickly with flagging and alert systems included to speed up this process
• Documents are not lost or misplaced in the same way
So the online management of documents offers many time and cost saving advantages which can eventually save thousands of pounds per year on time saved and document management costs such as printing, copying and posting. But of course there are also downsides to managing documents online in this manner which organisations must also be aware of when implementing this infrastructure.
Disadvantages
• Documents are more susceptible to falling into the wrong hands when being circulated online
• If user or business accounts are breached then important, confidential documents can be accessed
• If the system goes down then documents cannot be accessed in this manner and backups would have to always be made locally to ensure all documents can be accessed and distributed no matter what the circumstances
There are flaws to most systems and this particular system boils down to the security and reliability of it, however if these are delicately taken care of and backup strategies are put in place then there is no reason why online data storage cannot run completely smoothly during its use.
Online data retrieval is now branching further into usable online applications such as Cloud computing services which will mean people can use online application version of Microsoft Office in a web browser without having them installed on their computers. Again this moves business management on to another level when referring to what to have online and what to keep in-house.
It shows what a powerful business tool the internet can be influencing day to day office procedures but it equally means more planning with regards to security and safety of these systems before putting them in place.
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