In medium and large organizations, although it’s easy to store files and content within the department’s current system, it can cause impacts that hinder the growth of the organization in various ways. The problem can range from inability to find what you search for, difficulties in collaboration between departments, to any possible risk on content security. All those problems can be solved by consolidating all data stored in a document management system onto a single platform.

Think about the record management process of a finance company where all important documents are stored within a dedicated archive. Documents are packed into individual boxes that are well categorized. Moreover, the document also has a barcode for the identification of storage locations. Thus, provide an easy access to important documents when necessary.

The same goes to usage of centralized document management storage. However, the difference lies in the use of API connection. For instance, the solution utilizes API to connect systems from different departments with corporate document management platform. Moreover, it also connects the document system to the cloud storage system. Upon entering the system of the department, the content will be submitted, categorized, and sorted with automated document management system. Unlike regular document management system that stores the content in its own storage space, the document management system will send the content to a cloud storage system for higher content storage capacity with lower storage costs.

Document Management Storage Centralized solution provides various content management benefits to users and organizations as follows:

1. Expanding operational limits.
   Cloud storage provides solutions with near-limitless file storage performance by storing all content on single large cloud platform. Meanwhile, the document management system helps manage permissions and content access level for different users, for example, by dividing user roles into roles. Administrator, manager role, read-only role, etc.
2. Conduct work in an orderly manner.
   Although all content is stored in one place, the functions within the document management system will help organize the content. The aids, therefore, come from several ways, such as an automatic file naming function, a store-files-to-folder function, and a custom search function. As a result, the storing will be more organized and the search and retrieval will be more convenient.
3. Secure collaboration.
   Access permissions configuration gives each user access to the content only necessary for their job. However, any user that need to share information across departments can retain their data security using a data sharing function.
4. Reduce errors in work.
   Working individually runs the risk of human error whether it’s not saving data or saving data without any storage location set. These problems can lead to difficulties in finding the files later on. Fortunately, those messes can be eliminated by using an automated document management system. This provides simplicity with varieties of function, such as template-based auto-naming function or auto-file sorting and storing function. These are all functions that play a role in creating organized and consistent work process. In addition, the use of cloud storage also protects you from unforeseen errors such as power outages.

The document management storage centralization solution from Skytizens combines Alfresco 7.2 document management with Amazon S3 cloud storage. Those systems, with Alfresco Content API, can connect with each other on the backend level with no user involved. Furthermore, the solution also supports SFTP to give the result in both budget and safeness aspects. Quality guarantee with the exact same solution provided for True Corporation, Viriyah Insurance, SCG, and Generali Thailand.