Virtual document safe storage is the process of converting physical files into electronic documents that can be shared storage and access. It can help reduce the amount of space needed to store physical documents and it can also enhance security by locking certain parts of a file to specific users. This is particularly beneficial for businesses who deal with large quantities of paper. Paper documents can be difficult to keep track of and secure, and can be more susceptible to theft and destruction in the event of a catastrophe like a fire. Electronic files are simpler to track and less likely to be lost. They are also more resistant to destruction.

It is important to consider how easy the system will be for guests and you when selecting the most secure document system. Consider the ease of uploading files and downloading them, and ask yourself if non-technical personnel will be able to learn how to use the system. Also, discover if the company offers any support, and how accessible it is.

Who hasn't accidentally deleted important files from their PC? File sharing platforms that are generic like Dropbox and Google Drive might be better stored on a backup, but they do not have the ability to organize documents into a sensible folder structure that matches the work requirements. Online document systems can accomplish this, and provide audit logs on who has seen which documents.