Why Using Shared Drive Has Been Outpaced by Technology

We would all want to cut down on intranet costs by circumventing the use of paid document collaboration tools by leveraging free options such as using a shared drive to exchange documents. Shared drives are essential where the information shared is not sensitive. It shouldn’t also be used as the epicenter of exchanging every file.

These drives are controlled by the providers and not by your IT team, and hence you have very little control over what happens to the shared documents.

Here are some of the reasons why shared drives are unreliable options for document collaboration for any organization:

• Tracking of Documents Can Be Costly

Unlike intranets where every file shared has an ID tag with the database which enables faster and quick tracking, the shared drive offers no such tagging technologies. So, if a file is misplaced, renamed or moved by one user it takes time and money to retrieve it. We believe that every organization that wants to prosper deserves a better way of managing documents.

• Online Document Collaboration Security Issues

It’s beyond doubt that documents shared through online platforms are prone to wiretapping and other security threats. With the drives, you can’t set elevated permissions for particular folders or files. Therefore, both basic and confidential information is protected by weak security protocols. Consider a resilient document collaboration tool that enables you to set security permissions as you want. Keep your documents safe from malicious individuals by rethinking your document management strategy.

• Document Version Management

Often than not, teams update files with the emergence of new information. It’s nearly impossible to control different versions of the same file while using shared drives. Employees must be up-to-date with changes made to vital documents such as privacy and security policies. Hi-tech document collaboration tools eliminate the blunders that come with improper version control of crucial files.

• The Flexibility of Online Document Collaboration Software

Organizations are rapidly becoming diverse, and they are taking advantage of remote employees to manage their franchises. Remote and in-house workers must collaborate in real-time to stimulate seamless workflow system. This is not possible with a shared drive because it doesn’t permit remote access. Nonetheless, with powerful document collaboration software, your business can connect to remote workers easily.

As mentioned earlier, shared drives do not allow metadata which prevents building robust search engines. Other document management systems have indexing options enabling one to retrieve files with just a few clicks.

LS Intranet is one of the leading document collaboration software that not only enables teams to share file securely but also interacts socially to build a strong organizational culture. Our systems enable easy tracking of documents and help connect remote teams efficiently.