Cloud document storage/filer

[youngtrepreneur]

Do you guys know of a good cloud based document/file storage and filing (organiser) service for business.

I used virtual cabinet in a former life but that is not cloud based.

Thanks

 

[Alan]

What features do you need?

 

[ffox]

Virtual Cabinet is an electronic document management system with version control, security and governance, scanning etc. An Office 365 plan which includes SharePoint covers all of the bases at much lower cost, and is cloud based.

Governance and DLP risks are mitigated via a central admin panel and features can be enabled/disabled according to need. The document search functionality is the best I've used on any EDMS.

Hope this helps

 

[youngtrepreneur]

What features do you need?

1. Cloud based
2. Must integrate or somehow work with email so emails sent and received can be filed
3. Not just a dumping service that will slowly get full of random files everywhere, but organises them too (like VC, but not necessarily in the same way)
4. Ideally would like an online electronic signing service so customers can sign documents electronically, though not essential.

 

[ffox]

. 1.Cloud based
2. Must integrate or somehow work with email so emails sent and received

O365, as said above, ticks all the boxes. Ensure that you go for a version which includes SharePoint. On creation a SP library delivers a complete EDMS. Standard meta data fields include document name, title, created date, last modified date, created by, last modified by, and a whole host of other markers. All meta data fields are searchable. So, data can be filtered/sorted by any combination of selected criteria.

Displays can use all, any, or none of the search/filter meta data. Search also finds content as well as meta data. You can add your own corporate meta data fields to any library.

Integrates fully with Outlook and/or Exchange email.

There is a DocuSign connector.

 

[youngtrepreneur]

O365, as said above, ticks all the boxes. Ensure that you go for a version which includes SharePoint. On creation a SP library delivers a complete EDMS. Standard meta data fields include document name, title, created date, last modified date, created by, last modified by, and a whole host of other markers. All meta data fields are searchable. So, data can be filtered/sorted by any combination of selected criteria.

Displays can use all, any, or none of the search/filter meta data. Search also finds content as well as meta data. You can add your own corporate meta data fields to any library.

Integrates fully with Outlook and/or Exchange email.

There is a DocuSign connector.

Thanks, very helpful

 

[Alan]

Or G Suite

1. Cloud based
tick - Google Cloud
2. Must integrate or somehow work with email so emails sent and received can be filed
tick - Gmail
3. Not just a dumping service that will slowly get full of random files everywhere, but organises them too (like VC, but not necessarily in the same way)
tick - Google Drive
4. Ideally would like an online electronic signing service so customers can sign documents electronically, though not essential.
tick - Hello Sign

 

[youngtrepreneur]

Or G Suite

1. Cloud based
tick - Google Cloud
2. Must integrate or somehow work with email so emails sent and received can be filed
tick - Gmail
3. Not just a dumping service that will slowly get full of random files everywhere, but organises them too (like VC, but not necessarily in the same way)
tick - Google Drive
4. Ideally would like an online electronic signing service so customers can sign documents electronically, though not essential.
tick - Hello Sign

Funny you should say that.
I signed up to gsuite so I could have a business looking email.
But not sure what other services are associated with it...

 

[ffox]

Or G Suite

Sorry, but no.
G-Suite is good, but it doesn't function as a full EDMS. It doesn't have the meta data field capabilities. Sure, you can add capabilities, but it's largely plugins and apps, mostly built outside of the G-Suite security envelope and therefore possibly less secure.

In Office 365 you can achieve what G-Suit offers just using the One Drive for Business file storage facility (available in all O365 Plans). SharePoint is additional (at no extra charge, but not available on the two low cost plans) and is definitely worth having.

 

[Alan]

But not sure what other services are associated with it...

https://gsuite.google.com/learning-center/#!/

 

[ffox]

Okay @Alan So, let's say the OP goes down the G-Suite road. Let's say he creates his 'Library' in Google Drive, let's say he want to categorise the documents by type (say contract, quotation, correspondence, etc)

How does he do that?

 

[Alan]

let's say he want to categorise the documents by type (say contract, quotation, correspondence, etc)

How does he do that?

Folders? Like he does on his PC today?

 

[ffox]

Folders? Like he does on his PC today?

Lol. Standard answer Alan, and one that demonstrates a complete lack of understanding of EDMS. What you describe is a file storage system and not an EDMS.

The OP says -

3. Not just a dumping service that will slowly get full of random files everywhere, but organises them too (like VC, but not necessarily in the same way)

Using a file storage system as a substitute for an EDMS is a sure way to a system that is stuffed full or random, misplaced and lost files.

I could 'make' a proper EDMS in G-Suite (I've done it in the past in One Drive), but that doesn't make G-Suite an EDMS, unlike O365 with SharePoint where EDMS runs straight out of the box without even the need to create folders.