What is Document Sharing?
Sharing a document - also known as file sharing - is the process of opening a digital file for collaborative work. Designated users, such as fellow team members or clients, will be able to securely access the file, work on it, edit it and make other changes together at the same time.
The process works something like this:
- You’ll save the file you wish to share remotely - either on the cloud or on a company network server.
- You’ll then have the option to share the document to other users, usually by email or a business chat system like Microsoft Teams or Slack.
- Anyone who has the link will be able to open and view the document, so long as they can access the cloud or server location of the file.
- Designated users will be able to make changes to the document. Any changes will be saved and viewable to all users. This opens documents for live edits and collaborative working, improving the efficiency of document creation and cross-department working.
Encourage collaboration, meet deadlines and fast-track efficiency timelines by sharing documents between key stakeholders at your enterprise.
The Benefits of Secure Document Sharing.
Sharing a document and working collaboratively on a file has plenty of benefits for your business.
Saves Time and Cuts Cost.
Physical documents need to be stored and transported. Even if you work within the same building, moving solid documents between teams can present issues.
Storing all that paperwork can be burdensome, too - with file cabinets and lockers taking up valuable office floorspace. That’s not to mention the cost of renting out extra room to keep those piles of paperwork.
With a document digitisation, there’s no need for physical storage. Files are stored on the cloud, easily and affordably. Any team can access it any time, so long as they have the required permissions to do so.
Any changes can be made cleanly and quickly, with the latest version of the document displaying for everyone. And, if you need to go back and check an older version of an amended file, you can do that too.
Allows for Digital Collaboration.
Cross-team and inter-team editing can quickly become messy and confusing. Just think, all those department members scribbling their edits and amends across the same piece of paper. Things can very quickly descend into an indiscernible mess.
Sharing documents enables multiple users to edit in real-time, with the live document displaying for everyone as amends are made. Changes are clean and everyone can see who has made which amends and when.
Digital collaboration speeds up workplace efficiency too, reducing instances of one department holding up others while they work in silo. Instead of departmental work on a project being completed consecutively, departments can work concurrently on the same task.
Eliminates Confusion with Multiple File Versions.
Anyone with access to a shared document will be able to view a working history of edits and amends from within the file. This means everyone can see what changes have been made and when and crucially return to older versions if they need to.
Having one master file does away with the need for multiple iterations of your digital document - for example, saving a file as ‘V1’, ‘V2’ and so on.
Provides Security and Protection.
Security parameters within most file sharing programmes mean you can set the terms on who has access to your file. Only users with access will be able to view and edit the file. You can choose to password protect the file, lock it against unauthorised changes and more.
These enhanced security and protection features mean you can rest assured that important information will only be available to those who need access.
Transparency of Workflow.
See a history of file changes and view the document as your team works on it. With a shared document, everyone with access has a transparent view of edits as they happen, giving a sense of accountability to the team.
