Cloud technological solutions are required to ensure the proper functioning of the company, efficient customer service, and productive collaboration of work teams.
The foundations of cloud-based document collaboration
One of the leaders in modern business solutions is cloud services. And statistics confirm this. The volume of the public cloud services market is growing exponentially every year: if in 2020 it amounted to 266 billion dollars, now the amount has reached 309 billion.
Behind these dry figures lies a new reality: companies of all sizes are optimizing their work and moving to work in the cloud right now. This allows them to meet the main challenges of today: to be flexible and efficient, to protect their data from cyber attacks, to optimize the IT infrastructure, and reduce costs.
The global virtual data room market is constantly changing, transforming into the implementation of new opportunities to meet the needs of end-users. As a result, there are new types of communication-based on the use of information systems with their virtual repositories, the product of which is the content, in the process of interaction of collaborators, to meet certain target needs. Since the organization of the process of collaborative electronic documentation is based on the use of specific web tools, several factors affect the efficiency, informativeness, and quality of this process.
Due to the factors of the existence of communications in the web environment, the quality of the information content produced collaborative processes, can vary greatly from less relevant to the highest quality, depending on some characteristics that need to be considered when organizing the process of joint content generation.
The collaboration of members of the Data Room depends on many factors that can be formed into the following groups:
- web resources, or their complex;
- virtual communities;
- information activity of members of the virtual community;
- interaction with virtual communities, within the formed collaboration.
Document collaboration in the Virtual Data Room
The introduction of Virtual technologies in management activities aims not only to automate routine methods of information processing but also to organize the information and communication process at a qualitatively new level.
A characteristic feature of the Data Rooms is that they often involve the transfer of data to a server controlled by a third party. It is a secure repository for confidential files. Thanks to the functions of sharing, commenting, simultaneous editing, you can easily organize work on documents of remote employees or even the whole company.Data Room supports the most popular file formats, including DOC, XLS, ODT, ODS, RTF, CSV, PPT, and so on, so you can safely use it to edit ready-made files.A feature of the service is editing files in online versions of Microsoft Office programs (Word, Excel, and others).
The basic principles of document collaboration in the Data Room include the following points:
- All changes to documents are saved automatically, they can be discussed in the built-in chat.
- In the change history, you can always view previous versions of the document, sorted by date and author.
- Both users who have an account and those who do not have one can work with your document.
- The names of users working on the document are displayed only if the rights to work with the document are granted to them individually or through a mailing list.
Thus, for collaborative electronic documentation, it is advisable to use Data Room resources that provide certain functionality to both users and process administrators as a fundamental factor.