Utilizing Intranets for Managing Organizational Resources

A typical organization produces dozens of new documents, updates old documents, stockpile useful documents, and shreds unwanted documents each working day. For small businesses, with few files to gather for, simple databases and document management tools can suffice. But for SMBs and large enterprises, an organization-wide document management system is vital.

Of the most significant tools, we have realized that intranet document management is ideal for all businesses regardless of size, capital or jurisdiction. Let us see how these online portals serve as reliable, affordable and scalable tools for versioning, storing and retrieving documents.

Document Versioning & Control

One of the critical components in business document management is ensuring that files are properly tagged based on content, date and other relevant properties (metadata). With the intranets, you enjoy the automatic versioning of the records. You avoid complex document names and manual versioning which makes it difficult for other teams to search and access the file.

Data Integrity and Accessibility

The security of records created, shared and stored in your company is paramount. You rather have all your documents in a central space than have them scattered in third-party document sharing sites or networks. Intranet document management provides you with the ability to assign special permissions to documents.

This means people with privileged user rights can edit, share or download the document. Intranets thus promote high document integrity and accessibility by removing security bottlenecks that can hinder document use.

Quick Search and Share

Easy document access and share promote collaboration between dispersed teams. Business document management tools with in-built search tools enable people to easily retrieve documents from the database. With intranets, by typing keywords or using search filters, people can quickly retrieve a document and share it. Intranets allow users to share documents directly. Not like emails where you might need to download and then upload the document to share it.

Document Backup and Recovery

Ensuring that you backup important files is critical to protecting the reputation of your business. Also, securing Personally Identifiable Information (PII) embedded in various documents is key. Accidental data loss or security breaches can be catastrophic if you don’t have reliable data recovery options. The intranet document management system enables you to automate backup for selected documents. This cloud backup system is secure and promotes an easy document recovery process if need be.

Document Remote Access

Computing has become highly mobile and decentralized.  Many people work away from their desks as at times they are on the road, trade fairs, or home. Businesses need document control tools that can be sync across multiple devices (smartphones, PCs, tablets) to promote access from anywhere, anytime.

The intranet document management system enables the sharing of documents across devices and geographical locations. All you need is to log in to the intranet portal, search the document and utilize it the way you want (read, edit or share).

User Friendly & Intuitive

When you have all the documents in one place, it is easier to locate and use them the way you want. It is even prettier when you have an intranet document management system with in-built features that streamlines document handling. With drag and drop features, metadata, and hyperlinks, it is very easy to handle documents in an intranet platform.

Document creation, versioning, sharing, and handling can be time-consuming and daunting for organizations. But with a central platform to automate most of the business document management processes, doing business is much better! LS Intranet document management solutions drive real-time collaboration, easy document access, and sharing and secure handling of documents. Try LS Intranet today for free! And, enjoy a robust document management system.