You have seen the obvious benefits of Document Co-Authoring. You have experienced the increase in productivity and quality that collaboration can bring to your documents and proposals. But what’s all this about a database being critical for Document Co-Authoring? Why can’t we just manage with the good old file systems that are tried and tested?
As you step into an era of intelligent, tech savvy, razor sharp document creation, it is imperative that you get all the facts right. Here are FOUR reasons why a database is critical for your Document Co-Authoring.
Because: You can’t afford leaks now, can you?
Your confidential reports and sensitive information need to be protected with the highest grade security. A file can be easily distributed and that is definitely high risk. But when you have a secure database for your Document Co-Authoring, the data is stored in the database software and can only be accessed by that particular software. So only those who are authorized to access it, can.
Because: You obviously want consistent, high quality content
A database for your Document Co-Authoring means that you have a single source repository where all your content is managed. The database will house all of the objects that your documents will need. The tables, macros, forms, queries are all stored here and are accessible to all those who will work on the various stages of document creation. Whenever anyone enters data, or modifies the design, or makes changes in the document, he will be interacting with all the features available on the database. This enables automatic formatting and layout, Composite Content Management where the same content can be used and updated in different documents, and Master Data Management that ties everything together under your control.
Because: You want your data to make sense, at every step.
Document Co-Authoring necessitates concurrent access to the same data-set. For instance: Your sales team and the project lead open the document at the same time and from different locations to make changes, and both want to change one particular sentence. Imagine the confusion if both of them edit and save the sentence at the same time? The ideal situation would be where you can lock down sections that are being edited, with the rest of the document open for editing by another person. At the same time, you want a revision history and a trail audit so that you can always compare your existing content against a previous version any time, or undo an edit. This lets you focus on the quality of the content, versus worrying about whether you are making the changes to the latest version.
Because: You want quick and easy access to your data
Unlike most file systems, databases allow indexing based on any attribute or data-property. This helps in super quick retrieval of data. File systems organize files via directories and file names. This is mainly because they cannot read into the data that is present inside the files. With a database system you can store and retrieve related data in a jiffy. Most, if not every database, also allows flexible query language (SQL). So you can say “all files related to the New York branch approved after 1 PM yesterday” and you will have them at your command!
Advanced Database systems like that of Oracle also enable Clustering, which helps the databases scale up and support larger & more-fault tolerant production environments. Xait works with Oracle as parts of its cloud product, XaitPorter. This has reduced the time needed for information transfers manifold and has resulted in producing documents up to 70% faster than before!
Call us at Xait and we will help you see how this can work magic for your business critical documents.