Tuesday, February 27, 2024
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5 Top-Rated Online Document Organization Tools and Why to Use Them

Having an important document is completely irrelevant if you can’t find it when you need it. Even if it’s stored properly, the efficiency of the storage depends on your ability to find something you need quickly. The safety of files is also an important factor. 

Now, in the digital era and with the help of online document organization tools, this shouldn’t be too much of a problem. With that in mind, here are the top five online document organization tools and why you should try them.

  1. Google Drive has the simplest interface 

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When it comes to collaborating in real-time, the majority of remote workplaces use Google Drive as a default. The platform is easy to integrate with Docs, Sheets, and Slides, which makes project collaboration simple and clean. Since it’s widely used, it will also help you communicate more effectively with your B2B clients.

Collaboration with Microsoft Office (another default choice) is incredibly simple. This makes the conversion and storage of files effortless and natural. In other words, it’s perfect for people who want to get right into it without adjusting too much.

Regarding document safety, Google drive provides advanced encryption and completely secure access to all your files. This is especially important because you regularly share these files and folders with other users. The version history feature makes it easier to supervise the activities of various parties within the document. 

G Suite can help you handpick people who have access to specific files. This makes collaboration and coordination between departments a lot easier. For instance, the sales department, customer support, and HR may need access to different files. Making them universally available is not only unsafe but also inefficient. 

  1. Amazing centralized administration with SharePoint

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Microsoft’s SharePoint is another logical choice. Like Google, it’s a household name, and these two industry giants probably control most of the market. This does not happen on its own or by inertia, and SharePoint has something to offer.

For starters, it’s already integrated with other MS Office products like Word, Excel, and Powerpoint. Since many already use these products in their work, there is no need for transition, and integration happens by default.

Perhaps the strongest selling point of this platform is the customizability available to managers and administrators. Namely, administrators can adjust security settings, back up sites, and restore files to their previous state via a single dashboard. The interface of each application can be effortlessly customized, as well. 

As we’ve already stated several times, you’re probably already working in MS Office. All it takes is to click a single button to share the file. This revolutionizes the concept of collaboration on various projects. It also means that all project participants can access these documents from various devices.

  1. Merge PDF files with Smallpdf

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When it comes to reorganizing the files, Smallpdf has something truly unique to offer. Via this tool, you can combine PDF files online on short notice, thus effortlessly consolidating your documentation. 

This method is amazing for creating end-to-end resources, the simplest for file sharing, and the most efficient for backup and storage. Its compressing technology is one of the most efficient in the industry, and the conversion of file types is quite robust. This can make the task of uniforming your documentation a lot easier.  

The creation of resources that encompass multiple different documents is excellent for project updates. Moreover, it can streamline your onboarding process. With each year, there are new rules and experiences to pass on. Even your old staff will have to update their knowledge from time to time, and having it all in one place makes things simpler.

When it comes to access and privacy, Smallpdf can be used to lock and unlock PDF files. To unlock these files, you need a password, which further limits access. It is a simple feature but one that can make a massive difference. 

  1. Great insight and analytics with Onehub

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While no one argues that simplicity lies on the side of platforms like Google Drive and SharePoint, Onehub is a more business-oriented tool. It is a professional SaaS document management platform with sophisticated analytical capabilities.

Those with an offline document database can easily upload it into Onehub Workspace. The structure of folders and files remains the same. Taking your files to the cloud makes sharing and backing them up easier. Moreover, they sync automatically, so you won’t have to repeat the process in the future.

While the platform is not free (like others on this list), most Onehub users consider the cost worth it. The tool has four different plans, and it’s up to you to choose a suitable option. The fact that there are different plans involved means that it is scalable.

  1. Efficient content management with Box

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Box is a tool that integrates easily with products like Slack, Adobe, Office 365, and G Suite. This already qualifies it as a great document organization tool for any enterprise. Regardless of what your current document organization system is, the transition will be seamless.

The mobile device security on Box is impressive, which is vital for several reasons. First, project participants in 2023 (both in-office and remote) partake in work on a plethora of platforms. Second, more and more workplaces are allowing BYOD systems. Even with all these extra features, Box requires a single sign-in, which means it doesn’t take too much active effort.

Box is there to facilitate document approval and publication. It heavily focuses on tasks like onboarding and contract processing, which is the majority of the document-related workload. 

The biggest downside of Box is that it requires additional functions to allow document editing. While this is not too big of a problem, SharePoint and G Suite provide this feature by default. Those still on the fence might use this argument as a tipping point.

The right tool makes your document management a walk in the park

Although they all have advantages and disadvantages, any of the above-listed five tools will upgrade your online document organization. It all comes down to researching and figuring out if one gives you more than the rest. This, however, is both situational and may come down to personal preference.

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