What is a Centralized Document Repository?

A centralized document repository is an efficient way to save space and protect your important files in a single digital space. Doing so can accomplish the following:

  • Reduce the amount of storage space needed.
  • Simplify backing up and file recovery.
  • Prevent human-error-based data loss.
  • Provide security for sensitive information.
  • Offer centralized access to documents.

How are Document Repositories used?

Document repositories have many uses, but they are most commonly used to ensure access to and protection for all of your business’s documents and files. Most companies use their repositories as a single place for all employees to access Word documents, emails, scanned files, PDF files, external data, CAD files, pictures and other graphics.

Document repositories can be synonymous with or used as part of a Document Management System (DMS), which is an automated way to store, manage and track electronic documents, as well as manage workflows, output systems and information retrieval systems. The repository is crucial, as it is where all the documents are stored, and as such, it must be accessible and well-organized for it to serve its purpose.

One of the main uses for document repositories is to reduce data redundancy and overcrowding of files on your desktop or local drives. A document repository gives you a single storage space shared among all of your resources and employees, ensuring that documents are not duplicated across departments, where they might hoard necessary space. Additionally, a document repository makes all of your documents searchable through indexing and tagging, which ensures that document retrieval is quick and efficient, no matter who is searching for the document.

Document repositories can also protect your documents against unwanted changes — whether from malicious intent or innocent errors, through version control, which tracks all changes made to a document and notes who made them. Administrators can set permissions to control who has access to which documents and who can make which types of changes. This feature helps preserve the integrity of your documents and ensures that all changes are made by appropriate parties only.

You can use your document repository system to share and distribute documents to your employees or even to clients. The system will allow you to send out documents in any manner you need, including via email or file transfer protocol.

What are the benefits of Document Repositories?

A document repository can provide several benefits to your business, such as document protection and easier collaboration among team members, all built into the system.

1. Indexing

Indexing makes analyzing and organizing documents easy. This process categorizes and registers all your files via metadata in your filing system based on specific criteria you can customize, such as file function or size.

2. Security

A document repository helps protect your information and files by encrypting your data, among other safeguards, since a data breach or storage issue that results in a loss of data or an unauthorized user gaining access to sensitive documents could be disastrous for your business. A document repository provides safeguards such as managed access control, an audit trail, automatic backups and password protection. In the event of a natural disaster, like a fire or flood, your files are stored safely in the cloud, away from physical harm.

3. Scalability

A major upside of using a computerized filing system over traditional storage is the ability to scale, or grow, the system alongside your business. To take advantage of this benefit, however, you need to choose software that allows you to add advanced features later on as needed or upgrade to a higher plan so you don’t have to switch products. Learn about some of the best software options below.

4. Collaboration

A document repository makes it simple for colleagues to share and collaborate on documents even when working remotely. When picking a document management system, look for tools like live editing, file sharing, integrations with programs like Google Docs and Microsoft Teams, and access restriction.

5. Integrations

If your business uses one of the top CRM software solutions or an ERP database, look for a single repository or DMS that integrates with these programs. This will make your daily workflow much easier by allowing you to access, edit, back up and monitor documents created within your CRM or ERP. Most electronic document management systems integrate with email programs such as Microsoft Outlook.

6. Document Retrieval

With proper indexing, finding a document in your repository takes mere seconds and can also allow employees to remotely access the documents they need. The problem with storing paper documents is that searching for the right document — when you have an entire business’s worth to go through, can be difficult, time-consuming and even cost you money. However, transitioning to a paperless office will only be beneficial if you employ digital systems like document repositories.

Posted in Explore, Featured, Information and tagged , , , , .