Virtual document storage is the process of converting physical files to electronic documents that can be shared and accessed. It can decrease the amount of space needed to store physical files as well as enhance security by locking down specific parts of a file to certain users.
Online storage systems are particularly beneficial for businesses that deal with large amounts of paper. Paper documents can be difficult to keep track of and secure without elaborate security systems and a heavy admin burdened checkout procedures and are typically more prone to being stolen or destroyed in a disaster like an fire. Electronic files, on the contrary on the other hand, are simpler to track and less prone to being taken away, and much more resistant to damage.
Egnyte Governance Guide
A virtual document is an Documentum object that is comprised of components files (or children). Component files can have different formats for files. The logical order of components is defined by the virtual document author. This arrangement may differ from the logical order of files within the folder-based grouping system like a standard file-folder structure. If the order in which the components files changes, then the entire virtual document will have to be rearranged.
While all businesses can benefit from adopting an online document storage system, traditional paper-centric organizations like law firms and accounting companies might see significant increases in their productivity adopting one. With proper safeguards in place, a secure online document storage system can keep your data safe from hackers and help keep your workflows running smoothly.