Online Document Hosting

2008-03-06 10:19:14

( Web Hosting-SEO-Web Design )



Risks of In-House Document Management

When you store your human resources files, financial statements and other company records in your own office or home computer, you could be exposing them to some risks.

Your files are subject to access and possible tampering by unauthorized individuals. Unless you regularly update your virus protection, dangerous viruses can find their way into your system and can cause malfunctions that will cause you to lose all your valuable data.

Another disadvantage of in-house document storage and management is that you may not be able to access them once you're outside of the office premises.

Benefits of Web-based or Online Document Hosting

For low fees, some online sites will allow you to store and manage your files remotely even when you're not at the office. You can even edit and classify your files, attach them to your e-mails, or print data and forms.

These web based document management systems have very large storage capacities, so you don't have to worry about not having enough room for all your documents.
It's like outsourcing your document management functions.

The biggest advantage of an online document hosting site is security. Your host maintains and updates its own security system to make sure that the documents you have entrusted to it are safe from viruses.

You can also indicate the people whom you are authorizing access to your documents on the online document hosting site. You can also specify other rules for accessing the documents. For example, you can oversee the individuals who have signed in and accessed the documents at any given time. The online document hosting site also isolates your data from other client users.

A part of web document management functions is to back up your data regularly. You can request for soft copies or you can burn the files yourself on CD. You can request to have old data files archived or even deleted.

To ensure the highest level and quality of its system security, the online document host regularly subjects the site to various tests by independent third party auditors.

Getting Online Document Hosting Services

Most sites charge you on a per-document or file basis. Fees also depend on the length of the service contract, the number of authorized users, as well as other customized services you may be requesting from the document hosting site.

Be sure to discuss your needs thoroughly with providers of document hosting services. You should also compare prices and consider the reputation of the document hosting site before entrusting your valuable documents.


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