On a daily basis, companies of all sizes handle a significant volume of documents, raising concerns about security and productivity.
To optimize their data management, companies should establish a documentary resource that is intelligent, secure, and easily accessible.
But what is it exactly?
Documentary Resources: Definition
A documentary resource refers to a collection of documents that can take various forms, such as paper or digital documents, books, journals and archives, audio recordings, and even audiovisual content.
The documentary resources of a company or organization are compiled by archiving professionals and align with a coherent strategy.
Indeed, the goal of these collections is to enhance the informational power of companies. Resources are therefore selected and organized according to specific criteria defined in advance, such as the utility criterion (documents that may be used in the future) or legal value (documents that must be retained as required by law).
On a daily basis, companies generate and receive a significant volume of resources, which gradually enrich their documentary resources. Updating and managing these resources is therefore a dedicated task that requires a rigorous organization: each new document must be carefully selected, classified, and archived.
Far from being trivial, providing a comprehensive and optimized documentary resource is a major asset for companies.
Why Use a Documentary Resource?
The creation of a documentary resource serves three main objectives:
- The preservation of documents for legal and regulatory compliance purposes
- The ability to easily retrieve an archived resource when needed.
- Improved information flow between teams.
While most documents are retained for legal reasons, others are intended to be accessed by employees, whether occasionally or on a regular basis.
Some resources are also archived as evidence to document the company’s evolution.
In all cases, what makes the use of a documentary resource so crucial for companies is the ability to manage information effectively.
The knowledge and control of available information by employees, along with easy access to resources, represent a significant advantage:
- In terms of productivity and efficiency: Without a centralized documentary collection, the time spent searching for an important document can result in a significant loss of valuable time for employees.
- In terms of decision-making: As the saying goes, knowledge is power! The more employees possess and master relevant information, the easier it becomes to make informed decisions.
- In terms of communication: Centralizing and properly managing resources help streamline exchanges, whether internally or with the company’s clients and partners.
- In terms of security and confidentiality: The secure archiving of critical and confidential resources is essential to prevent data loss and leaks, which can be costly in financial, legal, and strategic terms.
All employees are affected by document management: every team needs to keep written records or use certain resources for strategic purposes. It is therefore crucial that employees understand and master this key aspect of the company’s operations.
With the rise of digital technologies, the volume of documents managed by companies continues to grow, requiring enhanced management capabilities.
How Can DiliTrust Help You Manage Your Company’s Documentary Resources
An optimal governance therefore involves an optimal management of company documents. Thanks to digital tools, we can go much further than simply archiving resources.
Indeed, solutions like DiliTrust’s Document Library module enable intelligent and perfectly secure centralization of documents.
DiliTrust is a SaaS solution, meaning that all employees can access documents remotely, provided they have an internet connection.
It offers several advantages:
✅ Security is a central element for DiliTrust. It is possible to define access rights in a very detailed and personalized manner. Statistical reports allow the administrator of the document library to monitor the number of connections, actions performed by each user, and the most viewed documents.
✅ The data stored in the DiliTrust tool is not shared in the cloud, ensuring optimal security and confidentiality. Therefore, the document library can be used to host highly confidential critical documents, for example, in the context of fundraising or mergers and acquisitions.
✅ With unlimited storage, the DiliTrust document library can support an unlimited amount of resources, organized hierarchically for easy management.
✅ The hierarchical structure and user-friendly interface of the tool make it easy to find the desired information and share it with authorized collaborators. A valuable gain in time and efficiency!
✅ Regardless of the project, the access rights policy is fully customizable, allowing stakeholders to collaborate on documents in real time.
