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As businesses grow, they often find that their local file servers have reached their end-of-life and they are now difficult to maintain. In an attempt to fulfill their document storage needs, these firms often opt for online public cloud services such as Google Drive or Dropbox, only to realize that these platforms are not scalable, have poor functionality and are prone to external attacks.

This is not to say that online storage facilities are useless in today’s digital world. In fact, they are very useful to those looking simply for an online platform to store their documents, images and other digital files. But that’s just it. Their scope is limited to backup and storage. This makes them ideal for the average tech-savvy guy with a couple of personal images and video to back up. They are, however, not ideal for organizations with complex document management needs.

When deciding which of these two platforms best satisfy your specific needs, there are a few things that you have to consider. They include how important your documents are to your entire business operations and how fast you expect to retrieve these documents so as to facilitate your business operations. Others include the need to comply with regulatory agencies and the safety of your documents. Document management software (DMS) like DocuXplorer was designed to make it easy for you to access your documents, edit them and share them with your colleagues or clients. Here are the specific advantages that you stand to gain when you choose a DMS like DocuXplorer over online storage platforms such as Dropbox for your business.

1. Seamless integration with MS Office and other file types.

With a DMS, you can work on files of different types on the same platform. You can upload and manage the different files using tools such as collaboration and automated workflow. Another beneficial feature with document management software is the ability to provide digital signatures to documents, making them authentic and genuine when used for business transactions.

2. Promotes collaboration. Several people can work on a single document at the same time.

This promotes collaboration and this way you are able to meet project deadlines and schedules.

3. Increased security and efficiency.

Multiple access to the same document by different people may raise security concerns but that is no longer the case with document management software. DocuXplorer can be customized to permit and deny access to the users based on the position they hold in the organization. Once a user logs in to work on a document, they leave a visible audit trail. This promotes honesty and accountability.

4. Version management.

You can easily restore a document to a previous version.

5. Indexing & Searching.

This basically entails labeling and indexing your documents. It makes it easy to locate and extract a document when need arises.

With good document management software, the organization and operation of your files is very easy and convenient. As long as you have an internet connection, you can even access and work on your documents even when you are not at the office. If your documents are vital to your business operations, then you should definitely invest in document management software like DocuXplorer.

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