Networking, also known as computer networking, refers to the wireless or wired connection of computers that together form a network. Networking has been around for a long time and continues to find its way to various systems of the world. For instance, networking has taken hold of data management. The connection of computers in what we later refer to as a computer network is a way of sharing information. It can be said that networking is slowly changing the world of business, especially document management. That is why, in our article today, we are going to focus on how networking improves document management.
Networking allows for sharing of resources and files
The world today is moving towards greater convenience. As people are moving away from shopping in stores to online shopping malls such as Amazon, it is important to note that businesses are doing the same for employees. Employees can conveniently share resources thanks to networking. A typical resource in any organization is information embedded in large documents. Other resources like printers can be shared as well because networking makes it possible for people to send data from any office in your business.
Through networking, information authorized for a single member of an organization can be shared with authorized members within the organization. This can be done through Bluetooth, customized company email lists, and web links. This was not the case in the past when employees miles away had to use letters. Now, information, even large files, can be shared across a reliable network. Networking has helped reduce time, effort, and resources used for employees in a business to access resources and files.
Networking offers flexibility to access
A network is quite different from an individual’s way of accessing documents. The way we organize information differs completely in every individual. Some people can organize information perfectly such that someone else can access the information easily. Others will do it in a way that makes it hard for anyone else to understand the way information is embedded in their system.
Networking allows for flexibility; anybody with access to the network can easily find what they need without difficulty. Even with that all that traffic in a network, the system will not be affected in any way, unlike an individual system which you might disorganize when trying to access documents.
Networking makes document management affordable
All this document management system requires is software that will connect every relevant computer. The benefits are that there are no recurrent costs in sharing that information. You will only need occasional updates to the software. One typical process in document management is information transfer. A network means that information reaches people at the same time without having to do an individual share, which is expensive because you have to spend a lot of time doing it.
Another process of document management made easy by networking is editing. Networking allows people wherever they are to make specific changes to the information at the same time. This was not the case before when one person had to wait for the other to finish their task first.
Networking improves the storage
A network means that you have to cater to everyone in the business ecosystem. With a network, you will not limit yourself to the amount of storage you require. Individual storage is pricier than organizational warehouses. The idea is that you get to spend a little more to get a lot more space, which works out cheaper in the end. With enough storage space, you can correctly store information without having to mix unrelated documents. This gives some form of structure to the way documents appear on your system.
Networking improves communication and collaboration
Networking gives you access to the internet. Document management is a robust process that eventually culminates at referring to information on documents in your system. The web allows you to do instant messaging as you refer to that information. This has made it possible for those inside and outside the organization to discuss pressing issues from wherever they are in real time without having to schedule meetings. There is software that allows people to view the same screens wherever they are and communicate via video and teleconferences.
Networking boosts teamwork. Members of the same department or team can work wherever they are on a needs basis. This was not the case in the past when people had to travel to one point to access and refer to information on the same documents. Departments can also communicate and collaborate wherever they are thanks to the availability of networked systems.
Networking improves the security of information
Already having a system for document management may seem enough visit here. You might think it safe to have all your information saved online, but the internet has always been vulnerable to cyber attacks. A network allows you to use a virtual private network, a place where data can exist in offline storage, which is less vulnerable to external breaches. The only thing you need to do is to download the documents that are online and store them in an offline space.
Networking reduces skill level required in document access
Typical document management requires special skill sets to access documents. The system is not the same for every business because different businesses manage documents differently. The employees of those organizations have to be trained or taken through the modus operandi of their business. A network supporting your system of document management requires only basic computer skills. You just need to know how to turn on a computer, log in to the network, and access whatever information you require.
A network improves system security, therefore individuals will access only what they are allowed to access. The idea is to make document management easy: easy access, edits, easy purges, easy backups, easy storage, and more.
Networking personalizes access to documents
Whereas a system of document management is meant to serve every employee in an organization, some customizations allow individuals to get only what they want in the way they want it. This is only possible with networking. Different members of organizations have different roles to play, and therefore only certain information is important to them. A network connects these people their specific type of information. A network in its broadest form serves the specific needs of specific individuals in a particular way.
As we can see, networking is useful and important, but it does come with certain limitations. Limitations that might change your need to network your system. The downsides of networking are as follows:
Networking is vulnerable to disruptions
Anything that is computer driven is at risk of cyber attack. Today we have ransomware whereby individuals in a network can affect document access. These individuals can encrypt files and seek ransom money to allow access to the information. It could be business or personal information. Networking makes your system vulnerable to viruses and other kinds of corruptions and further alterations to the way the system works. You can never be entirely sure about the safety of a computer network but it is possible to devise ways of protecting your information.
Networking is addictive
Networking keeps you online or in connection with information all the time. People nowadays find it hard to leave their phones and phablets for even an hour. They’re afraid to miss out on the latest information or news. Unlike a standard document, a network keeps you wanting to go back to check whether there is further information that has come in for you. One study showed that over 40 percent of workers in the US check their phones and phablets for emails regarding their work even on vacation. In the end, people develop a boredom and lack of patience because networking has made it easy for them to access information.
Total information access is not good
Information is a resource that needs to be used sparingly, just like other resources. With improved information access, there has been an increased rate in identity thefts. Individuals are ripping off entire corporations because it’s now possible to trick companies that the individual has enough of an audience to purchase their products. Only later do they realize it is a scam. The same situation in a different way results in losses in multiple industries. False analytics is the main thing that kills business today. If someone attacks your network and impersonates themselves, then your information could be at risk of being used for anything damaging to you and your business.
New developments such as networking have changed the face of document management. With networking, data and resource sharing has become easy, document access has become convenient and money is being saved on document management. Document management is more secure than ever as information can be taken online and saved offline, reducing disruptions. All that remains is to look out for any vulnerabilities your network may have and work towards filling those gaps for a more bulletproof system of document management.
