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How you can profit from digital management solutions

DZone's Guide to

How you can profit from digital management solutions

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Every day, massive amounts of corporate digital files are generated, and unless companies have a way to manage them properly, the sheer volume can quickly swamp and overwhelm.

Having the right digital management solution means a more effective and productive organisation, freeing up time spent chasing disorganised files that's put to more profitable use.

Companies and organisations have a range of different files on their systems, from data to audio, video, images and a whole lot more. Being able to instantly retrieve them when required is essential in today's fast-paced work environment and highly competitive marketplace.

Digital management solutions can be based on organisations' own networks and also in the cloud, with almost every type of file supported. Search and retrieval functions are a key component of digital management solutions, allowing users to get what they want when they want it.

Among the benefits of having a digital management solution based in the cloud is that it's accessible from anywhere in the world, not just at an organisation's offices, as all you need is an internet connection. Cloud services may also have vastly superior security systems as well as online power guarantees and lower costs per client.

Systems that are cloud based can also be used to share files with others, including colleagues and potential new clients. All they have to do is click on a link you send them and they can have instant access to the files. This can be helpful in terms of sales presentations as well as sharing large files, such as video and high-resolution images, that would take up bandwidth and possibly clog up systems if sent by email.

Companies that provide digital management solutions often provide demonstrations of what they're able to provide, and many have a one-time set-up fee and a monthly subscription fee for their services. The monthly fee is usually calculated on the amount of storage that individual clients will require for their file needs and the number of people that will be using the system.

Digital management solutions also make uploading new files to the system simple and straightforward, using drag-and-drop technology that’s available for PC and Mac. In addition, advanced and tailored searches can be carried out so users can find exactly what they’re looking for. Some solutions also provide apps that organisations' users can download and use while they're outside the office, or even on-site and wanting to retrieve a file instantly – perhaps at a meeting, when a sudden and unexpected topic comes up.

Various systems will have their own unique features, and it's worthwhile examining a few before you decide. Systems are also highly customisable to clients' needs, however, especially those that are installed in-house and running on companies' own networks.

It's important to have robust administration features with digital management solutions. This is so the files can be edited, replaced or deleted from the stock. Good administration of your digital assets will also tell you what the various users have been doing, and who they are, thus helping to ensure the integrity of your files.

Martin Jonson is director of the UK's Digital Downloading company providing exceptional quality at the lowest UK prices. He will complete your job quickly with the greatest care. You can connect with him on Google+.

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Opinions expressed by DZone contributors are their own.

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