Loading...

Building an Online Document Sharing System

A great deal of companies are realizing a lot of internal files and documents must be shared online. Traditional email, ftp programs and CD solutions do not efficiently allow companies to manage and share documents online. Document sharing among individuals and companies will continue to grow exponentially over the next 5 years. It is imperative that companies and organizations find efficient and secure ways to share sensitive files online.


Major Reasons Companies Setup Web-based Document Management Systems:

  1. Efficiency – Online document sharing systems increase productivity.
  2. Cost Savings – A paperless office saves money and the environment.
  3. Security – Document manager toolbars provide information on who is accessing files.
  4. Growth – For a business to grow they must have a proper document management system.
  5. Customer Satisfaction – Most customers are demanding online and instant access to relevant documents.

Major Reasons Online Document Sharing Systems Fail:

  1. User Experience – They are too complicated to use.
  2. Poor Planning – Little input from customers and employees on system requirements.
  3. Growth – Developed with little room for growth.
  4. Training & Administration – Implemented with no administrator or trainer.
  5. Targets - No clear targets are set for financial savings and increased productivity.

Typical Online document Sharing Applications

  1. Employees – Many companies are discovering that internal employees are spending too much time sending documents to customers and external staff. A central web-based document repository would cut employee costs and increase efficiencies.
  2. External – Corporate employees in remote offices need web based access to an online document storage system.
  3. Public – Organizations may have hundreds or thousands of documents that the public needs access to. A proper web document management solution would allow access and management from any web browser.
  4. Project Management – Certain corporate projects may last 1 month or several years. The team of engineers, architects, planners, project managers or system integrators will need access to secure online document storage systems.
  5. Remote Offices – A company with several or hundreds of remote office locations needs online document storage. Head office needs to keep employees current with update documents for customers. A web based online document system can easily be managed, updated and provide employees secure access to corporate documents.

Questions to ask – What do we need our web document management system to do?

  1. How many employees need access?
  2. Will access be internet browser based?
  3. Who’s the administrator of the system or online document manager?
  4. Will we need someone to host our online document storage system?
  5. Will all users need a separate password to access online documents?
  6. How many potential customers will need access?
  7. How many documents will be stored online?
  8. Will these documents be stored as read only?
  9. What special security features do we need?
  10. Will the system be password protected or open to employees and the public?
  11. How many staff need to upload documents?
  12. What’s the budget?
  13. What targets can we set to determine the system was a success?

Want a quick estimate on what a system will cost? Email info@ftpfiletransfermanager.com

Please include details on what you need the system to do.

FTP or file transfer protocol is used for basic file transfer, recently companies are investing in Managed File Transfer software to increase security and functionality. Our Ftp File Manager software adds the increased features and tools needed to share sensitive files over the Internet. Our web based file management solutions provide security, predictability and management for the successful transfer of files inside and outside a company.