Life in the post-digital age has made plenty of jobs remarkably easier — in recent years, the task of moving documents from one source to another has evolved from an old-school hassle into a faster and more direct software-driven process, and that streamlining has created a greater potential to close deals more quickly. In some ways, tech like the enterprise document management that CapLinked provides has made enterprise growth a more fruitful endeavor and certainly a more painless one. 


Traditionally, the problem with digital file management is that it’s extremely difficult to control. Using a service like CapLinked gives you the benefit of digital file sharing, while securing your documents with added methods of protection, like the following:

 

 

When you implement the right system of enterprise document control, you improve both the security and efficiency of your business. Let’s explore just some of the benefits that CapLink-powered enterprise document management brings to the table.

 

What Is Enterprise Document Management?

Let’s start with the basics. Enterprise document management, or EDM, is a blanket term for the strategy a business or enterprise uses to organize and oversee its cache of documents, ensuring that they can be easily retrieved in the case of events such as compliance audits or even subpoenas. Back in the day, EDM was handled manually, by way of physical storage and paper copies. Now, digital document management systems help store, retrieve and manage electronic documents.   

 

Components of Enterprise Document Management

Like any good strategy, an effective enterprise document management solutions have numerous components. The needs of every business vary, of course, but generally, your EDM should answer questions such as the following:

 

  • Where and how should the documents be stored?
  • How long are certain documents retained?
  • How can data be shared among employees, stakeholders and other partners most efficiently?   
  • How can documents be accessed quickly, regardless of location?
  • How are changes made to documents tracked? 
  • How can lost data be recovered? 

 

Eight Benefits of Enterprise Document Control

Virtual data room (VDR) software such as CapLinked is here to address all of the needs of effective enterprise document management. CapLinked stores essential documents via a web-based platform, creating a secure vault that accommodates instant access, tracking and sharing across a variety of mobile and desktop devices. 

 

Just some of the benefits of this sort of enterprise document control include the following:     

 

1. Reliable File Security

You may have undeniable expertise in whatever industry you specialize in, but file protection isn’t in everyone’s wheelhouse. With cyberthieves concocting new tactics every day, it’s challenging to keep up with current trends in digital security. Rather than putting your data at risk, you can outsource the task to someone who knows how to keep your information safe.

 

Experts at CapLinked stay up to date on methods of data protection, and they take document security very seriously. When your files are managed through this system, you can trust that they are secure. That’s because we use military-grade 256-bit encryption, SSAE18 and ISO 27001-certified servers and industry-standard security compliance. 

 

2. Easy Collaboration

Within your enterprise’s unique hierarchy, you have employees that need to work together, no matter where they are. Whether for temporary projects or on a permanent basis, sharing info quickly and seamlessly is vital to keeping your business moving, and a trustworthy, intuitive system makes the process of sending documents back and forth much simpler and more efficient.

 

An EDM empowers you and your employees to collaborate across the globe without having to schedule in-person meetups to share sensitive information. This saves you time and money when consulting third parties or brokering new relationships. And with such a streamlined process, you may just find yourself with more time to seek input from others. The more perspectives you have on a problem, the more effective the solution.

 

3. Detail-Oriented Control

The sad truth is, not all business relationships last forever. Whether you’re dealing with the end of a contract, terminations or resignations, a new vendor opportunity or a business deal falling through, professional relationships are constantly evolving.

 

Whenever a project or relationship dissolves, you need to protect your digital assets. CapLinked prides itself on robust DRM, so that you can prevent your data from falling into the wrong hands. Not only can you manage document permissions as they change to keep access current and secure, you can also monitor exactly who has access to what and when. So when something isn’t right, you’ll be the first to know.

 

4. Seamless Platform Integration

If you’ve even run a business, you know that it takes a whole spectrum of third-party programs and apps to keep things running. Full integration into your business’s backend keeps all your information organized and easy to access.

 

CapLinked comes equipped with an effective API to make this entire process seamless. Other programs can communicate with document control features to ensure each file is protected. To help ease the potential confusion of adapting to a new system of file management, you can rest assured that CapLinked plays nicely with all sorts of integrated platforms, including Salesforce, Dropbox, OneDrive, Google Drive and Box. 

 

5. An Elegant User Interface

At CapLinked, we’re super proud of our user experience. Why invest months of extensive training to get employees on board with new applications when you can choose a system that’s designed to be intuitive and easy to learn? We’ve updated our user experience to be just that. 

 

And for those who do need a helping hand with third-party technology, it’s important to have access to knowledgeable experts. Our friendly support team offers workspace setup to help configure your enterprise document management system to meet your specific business needs and train your team on the ins and outs of CapLinked. Whether you need individual training or collaborative team sessions, we’ve got your back.

 

6. Quick Access to Support

If you run into an issue within your document system, you need it resolved fast — we don’t need to tell you that time is money. The ability to contact an expert for help is one thing, but when that expert is already familiar with your business and how it runs? That’s customer support on a whole other level.

 

With the help of CapLinked’s concierge services, you won’t have to worry when problems arise. Your account is staffed with professionals who know your operation personally and are eager to help you. With 24-hour support, you can rest assured that issues don’t escalate. Our Support Center is never more than a click, tap or swipe away.

 

7. A Safe Space for Testing

You should never commit to something without access to all the information you can possibly gather. That’s just good business. Trial periods and internal tests are an absolutely crucial part of gathering that info and ultimately determining whether something will work for your enterprise. 

 

Because we’re completely confident in our enterprise document management solutions, CapLinked makes it possible to enroll in a free trial, so you can experience the benefits firsthand. More than that, you’ll be able to evaluate the commitment of the customer service team during this trial window as we help you make your transition to a new VDR and come out the other side ready to take full advantage of everything that enterprise document control has to offer.

 

8. VDR Features for Enterprise Document Management

As a virtual data room, CapLinked has the power to leverage unique features, such as access from virtually any online device, from laptops to desktops to tablets and phones. From the central hub of the CapLinked Dashboard, you’ll see recent notifications and messages on activity involving your docs, and on any device with a browser, you’ll be able to make changes to documents like Microsoft Office files and PDFs without any additional plugins or downloads. 

 

Along the way, our seamless Workspace instantly sends members notifications about changes made to documents, lets you assign tasks to certain collaborators and offers easy-to-use instant messaging to keep everyone in the loop, all the time.  

 

Special Considerations for Enterprise Document Management

Ideally, your choice of an enterprise document management system can be boiled down to three key considerations:

 

  • Its security features
  • Its user-friendliness 
  • How well it integrates into your enterprise needs

 

You already know that when it comes to security, CapLinked uses only 256-bit advanced encryption, premium-grade SSL/TLS protocols and TLS v1.2 cipher suites, storing your documents on secure Amazon OpsWorks servers with 99.9% uptime. And we’ve already told you that our commitment to user-friendliness ensures that CapLinked is a compatibility cinch across all sorts of common platforms and document types. 

 

Of course, every business is different, and only you can decide if our VDR is the enterprise document management solution for your needs. Let’s start answering that question, together — start a free trial today.

 

Sources

Tech Target – Enterprise Document Management (EDM)

Knowmax – Enterprise Document Management System – What Is It and Why Is It Important?