This might be a trivial question, however, many organizations still use network drives for storing documents and their employees collaborate on these documents by sending them to each other as email attachments.
What is wrong with this picture?
The volume and variety of electronic information is exploding. Organizations are required to analyze new information faster and make timely decisions for achieving business goals within budget. They therefore are becoming increasingly dependent upon efficient access to information. In order to effectively use information, it must be readily available for analysis and synthesis with other information. The value of information depends on two things: finding it, and being able to use it.
Why can't this be done in network drives? Here are just few reasons:
- documents in network drives cannot be searched;
- there is no version control in network drives;
- there is no trail who changed documents and what has been changed;
- there are multiple versions of the same document;
- there are no workflows and so there can be no automatic documents movement between participants;
- few people could be editing the same document at the same time and so there is no control of made changes;
- there is no possibility for the reuse of content;
- permissions cannot be set up.