What Is an Online Document Repository?
25 May 2024 - 00:00 WIB
An online document repository is a digital safe-keeping solution that keeps industry documents all in one location, and accessible by users who have been sanctioned at any time. It is designed to include safeguards like password protection, data encryption and audit trails. This prevents the risk of data breaches and other security concerns and protects the integrity and security of your company’s sensitive information.
Online repositories are able to classify files by using specialized indexing techniques, keeping each file in a logical order for easy access. They also feature features that automatically scan and convert physical documents to their digital counterparts, and store them in databases to be instantly accessible. This is possible thanks to the help of OCR (optical character recognition) which allows searching for full-text documents, not just the metadata, such as the title of a folder or file.
Additionally, document repositories come with collaborative tools that improve workflows of teams. Multiple employees can work on the same document in real-time, while editing and commenting. This feature streamlines workflow and eliminates the need for multiple versions of the same document, or emails that contain attachments.
Documents in a repository can be easily searched using keywords or full text and they can also be classified into various categories based on their content. This improves searchability and helps employees find the exact document they’re searching for. The system also automatically archives all changes made to documents. This can be accessed anytime in case you need to return.
A repository can also facilitate integration with other systems that are used by the company to streamline processes and foster a operational ecosystem. It supports various formats for files and APIs that ensure smooth communication between the various systems.
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