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Virtual document safe storage is the process of converting physical files into electronic documents that due diligence processes can be shared storage and access. It can reduce the amount of space needed for physical documents to be stored and it can also help improve security by locking specific portions of a file to specific users. This is especially beneficial for companies that deal with a lot of paper. Paper documents are hard to monitor and secure, and are more prone to destruction and theft in a disaster like an fire. Electronic files are simpler to track and less likely to be lost. They are also more resistant to destruction.
You should think about how easy the system will be for guests and yourself when choosing a secure document management system. Take a look at the ease of uploading and downloading documents, and then ask yourself if non-technical personnel will be able to master the system. In addition, find out whether the service provides any assistance and how easily accessible it is.
Who hasn’t lost important files on their personal computer? Although common file sharing platforms like Dropbox and Google Drive are better at backing to files, they aren’t equipped with the ability to organize them into sensible folder structures that are compatible with your industry or company’s requirements. Online document systems can accomplish this, and provide audit logs on who has seen which documents.
