Sending large files without a courier

Back in the day, the idea of transmitting large files without a courier service was merely the stuff of science fiction and fantasy. Now, of course, the advent of data management software has realised that dream.

In fact, even the most secure documents can now be stored and shared online. The encryption and security employed by document management systems has increased to the point where online sharing of highly confidential information is now commonplace.

Traditional courier transfers can cost a significant sum, and do not take into account the input that offsite contributors might have. The cost of courier transfer becomes more obvious when a document requires extensive changes or editing; the back-and-forth may be profitable for the courier, but makes the process self-defeating for everyone else.

The most obvious and visible advantage of using web based document management is that a business will enjoy greater savings in the absence of courier charges. In turn, the amount can be channelled to maintain an electronic document management system, which is far more cost-effective than engaging a courier every time a document has to be shared outside the office.

Courier transfers are also dependent on factors such as distance to destination, availability of transport vehicles, weather and traffic conditions, and human error. Essentially, there is no guarantee that the documents that a business needs so urgently will arrive safely, on time, and in good condition. In contrast, a document becomes available instantly to all parties the moment it is uploaded to a web based document management system. This saves time and allows more work to be done.

Additionally, web based document management is an affordable, low-risk option that offers users security in the form of periodic data back-ups. This is much more desirable than a courier service’s contingency plans, as insurance may replace the value of the item, i.e. the cost of the paper or flash drive, but not the information itself. The loss of the information in the document, however, is devastating, and can have business-destroying effects.

Not only does electronic document management herald the proliferation of the paperless office, it is an option that saves time, money and stress, while ensuring all existing information is available when required.