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Online Document Management Tools Offer Flexibility and Convenience to Users

January 5, 2009

The Case For Online Document Management
December 22, 2008, Forbes.com

Here’s another case that highlights the support for online document management tools. Alex Charfen, principal of the Distressed Property Institute (DPI), is a huge advocate for Xythos on Demand, a tool that allows you to upload and store documents online. Tools such are rapidly growing in popularity, as they offer anywhere, anytime access to information and streamline many of the more frustrating document management practices we’ve grown accustom to in the workplace. Instead of emailing documents through multiple rounds of edits, for example, online document management tools allow you to store only the most recent version online, making it available to anyone with designated access. This in turn reduces the number of unnecessary email attachments and frees up server and infrastructure space.

Hosted – or Software-as-a-Service – document and information management solutions are something we are seeing more and more of at Surety. The providers, who want to provide the highest level of confidence in their service’s data integrity and security offerings, are integrating solutions like AbsoluteProof that can automatically add these capabilities at the point at which users upload or enter data into their sites. On the other side, given the all-too-frequent instances of data tampering, users now expect providers to take the necessary precautions to protect their records.

You’ll certainly hear more from us on this, but in the interim, here’s a quick look at one company that is doing this right.  In an effort to provide added IP security, Digital Now, Inc., a tool similar to that of Xythos on Demand, has teamed up with Surety to provide users with the peace of mind that their uploaded documents are safe from tampering and unwanted changes. If anything document in the system is altered, the changes are tracked and reported to its originator. Not only are users able to share files and ideas more quickly, they’re also guaranteed that their most important records are tamperproof. Read the full case study here.

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2 Comments leave one →
  1. January 13, 2009 4:27 am

    at first: I totally agree that offering online document management tools is a good thing, it makes the market way more transparant. But personally I see the SaaS way of offering a product more as a tool to hand out free test-versions. For a big organisation I think its better to have the grip of an implementen dms that you can always rely on.

    • January 13, 2009 11:39 am

      Silverlight – thanks for your comment; we agree. There are many benefits of hosted / online document management solutions, but it is not a one-size-fits-all solution. It is undeniable, however, that these solutions are rapidly gaining popularity. Regardless of deployment type – hosted or on-premise – users, providers and integrators need to consider data integrity controls. Data tampering is an all too common reality, and fortunately, many document management solutions providers are taking measures to make sure that electronic records (including electronic intellectual property, legal documents, financial records and/or contracts) have never been altered or inadvertently tampered.

      In the SaaS world (any type of offering where user-submitted data/electronic records are involved), we’re seeing providers like Digital Now take a proactive approach to data integrity. For them, the ability to prove that user-submitted records haven’t been altered at any point since their creation, is a differentiator, and it provides users with the peace of mind they need to trust an online portal with their critical records.

      Hope this helps!

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