Document repositories form an integral part of document management systems, providing an efficient and secure way of storing all your documents in one centralized location. Before diving onto the benefits, let’s get the fundamentals right!

What is a document repository?

An archive storehouse is a mutual extra room, available by completely endorsed colleagues and oversaw by clients who have the administrator rights and controls. It is comprehensive of an archive the board framework. The concentrated record store is all the more regularly utilized by organizations today where all representatives can get to archives, messages, PDF documents, checked records, outside information, CAD documents, pictures, and different illustrations.

Let’s find out the plethora of benefits document repositories has to offer:

1) Eliminate data redundancy:

One of the key benefits of a document repository is eliminating double entry of data and overcrowding of files on your desktop or local drives. Being centralized into a single storage system ensures that all documents shared between your resources and employees are not duplicated across departments. This not only eliminates hoarding necessary space but also prevents ambiguity.

2) Seamless integrations:

If your business is implementing  Enterprise Resource Management or Customer Relationship Management applications, it’s wise to have a single document repository that seamlessly integrates with these solutions. Your daily workflow will be simplified and effective by allowing you to access, back up, edit, and monitor documents that are created within your ERM or CRM. Besides, most electronic document management systems integrate with email software such as Microsoft Outlook.

3) Secures your documents:

Version control monitors and records any change made to a document and by whom, protecting your documents against undesirable changes. A document repository secures vital business information and files by encrypting the data, safeguarding from a data breach, malicious intent, or human error. Permission to access control over documents not only preserves the integrity of your documents but also ensures that changes are made by the appropriate parties only. Besides, it also provides added security measures like audit trail, automatic backups, and password protection. In the event of an accident or a natural calamity, like a fire or flood, your files are safely stored in the cloud, away from any physical damage.

4) Foster better collaboration:

Document repositories facilitate an efficient medium for team members and cross-functional teams to share and collaborate on documents. Features like real-time editing, file sharing, task and calendar management, group chatting or video calling, provide transparency on who is working on what, making collaborations effective. Document management solutions like Dropbox, Samepage, Bitrix 24 among others, are trusted employees and management alike for workforce collaboration.

5) Easy document retrieval:

When you have an entire business’s worth of scanning to go through, storing paper documents can be cumbersome, time-consuming, and also, cost you a lot of money.

Reports suggest that the cost to store documents for a business is approximately 12 times higher when you don’t have a file manager in place. On the contrary, searching for a document within a repository takes merely a few seconds, and also allows remote employees to access them in real-time. Indexing, a process that categorizes and registers all your files via the metadata in your filing system, ensures retrieval is quick and efficient, irrespective of the accessor.

The Takeaway:

Once you have a document management repository in place, inform the entire staff on how it works. Training sessions on incorporating file storage should be considered a part of the new employee onboarding process. Law and accounting firms, medical and healthcare organizations, architecture, engineering, manufacturing firms, or any business that has auditory requirements and records retention can benefit from a document repository.

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According to a research conducted by Gartner, a sudden surge in IoT systems is expected to reach 20.4 billion by 2020, a staggering 41% increase since 2017. It is also speculated that businesses will contribute to almost half of its outgoings on IoT technology alone in the forthcoming decade. 

Let us delve into the multifarious benefits of integrating IoT into workplace:

A Dynamic And Engaged Workforce

Digital transformation has compelled employees to think – “Will I be replaced by robots in future?” As digitalization is slowly reducing human involvement in mundane and laborious tasks, it is also instilling a fear of being replaced by their automaton counterparts. IoT integrates seamlessly with resource management software  and records skill sets that help allocate the right resource to the right task. The paradigm shift will create new jobs that demand a different set of skills. Though IoT may replace some jobs, it will also boost employee productivity by reducing manual labor, streamlining tasks and improving overall efficiency on the clock. Tailing off such repetitive tasks creates an engaging workforce who is willing to expand skill sets and explore new responsibilities. The real asset of any business is the workforce and retraining as well as utilizing them for more dynamic roles will increase retention and boost productivity. 

Eliminates Digital Risks Of Telecommuting:

2. Telecommuting has expanded into the realms of businesses worldwide and the ongoing pandemic caused by COVID 19 lofted remote work as mandatory. Data security breach is significantly high when large volumes of data are exchanged between the network and multiple devices. Technology that allows only certain users on your private network while blocking the rest can keep security contravention at bay. IoT integrations will make a huge difference to a company’s network security by building awareness about cybersecurity risks. 

Reduce Employee Downtime

3. A workplace that is  interrupted with a malfunctioning air conditioning system or water pump not only tends to be expensive, but also increases employee downtime. Sensors configured to an analytics platform can facilitate predictive maintenance and take corrective actions ahead of time. Another benefit of IoT is that it saves energy and utility bills by adjusting the settings according to the pre recorded preferences. It works to set optimal air conditioning temperature, reduce lighting during the day, or point handicapped people to access faster exit points. Sensors can detect signs of failure in advance and save you from losing valuable man hours.

Enhanced Access Controls

4. Biometrics have already replaced the typical locking control accesses and more recently, IoT apps have made workplace security much better than before. An effective IoT security strategy ensures visibility of every device on the network. Also, determining whether a device is connected remotely or not and if yes, exactly where it is connecting in the network can be tracked effortlessly. For remotely connected devices, access control technologies need to seamlessly integrate with security and network control to ensure smooth policy implementation across network distribution. IoT guarantees visibility, universal applications of access control, sharing device intelligence and removing rogue devices with negligible impact to salient business workflow and operations.

Future-ready Workforce

As businesses are undergoing a paradigm shift, constant demand to innovate pushes organizations to galvanize digital transformation. According to research conducted by KPMG 80% of revenue shall be generated by digital processes alone.IoT integrated digital strategy prepares your workforce to adapt and be agile by having the right skill set. While new digital technologies are disrupting the market, it is also creating new roles by augmenting the existing ones. Smarter enterprises have recognised new talent retention strategies and have relentlessly invested in training and upskilling their employees to be digitally savvy.

The Takeaway

The Internet of things is not a solution to future change as it has already permeated the market and is here to stay. In the coming years as IoT receives global acceptance, the workplace will subsequently mature bringing vast improvement in financial performance, employee experience and customer journey. Today, we are more connected with IoT than ever before with smartphones and tablets being a complete device in itself empowering us with mobility, portability, speed and power.

Also Read: Internet of Things(IoT): Revolution For The Future That Begins Today

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