Many companies know that they need document management software in order to go paperless and optimize workspace efficiency. We know it can be difficult to find the right program. In this article, we want to explain why Google Drive is not a good substitute for document management software despite some of its advantages and features.
How Google Drive Works
Google Drive is a cloud-based program which allows you to create, edit, store, and share documents with others. There is no need for other users to be located in the same building or even in the same city because Google Drive is accessible via the web. The problem with Google Drive is that it’s missing some key features.
Google Drive Is Difficult to Administrate
You can use Google Drive to share files and folders by creating folder structures, much like you do on your desktop. When a certain document is placed in a folder that is shared with you, then you can see that document, too. It’s pretty easy to share documents as long as you place them in the right folders.
However, the problem is that anyone can move files and folders around, which can happen on accident. Users can also adjust the share settings for documents and folders, which makes it impossible to restrict access. Additionally, the person who created a document or folder is considered the owner of the file. That person has full rights to delete or un-share the files and documents, too.
If you’re using Google Drive to share documents in a small team or in one department, all of these challenges might not be a big problem. But as soon as you use Google Drive for your entire organization, you’ll understand how difficult it becomes to control access to your files with it.
For example, your HR employees need to store sensitive information like social security numbers, names, birthdates, and direct deposit banking information. If they store this information in Google Drive, there is a good chance that other employees can see it, too. Obviously, that’s not a good idea.
Google Drive Only Uses SSL Encryption
If the documents you’re sharing via Google Drive only contain routine information, then you may not have to worry about this. But for companies that store personally identifiable information about customers or employers, such as names, addresses, and social security numbers, security is a big concern.
eFileCabinet uses the Advanced Encryption Standard (AES 256-bit) to keep your files secure when we store them. We also use SSL/TLS encryption when data is transferred between your computer and our data center for maximum security. On the other hand, Google Drive only uses SSL encryption for when your information is transferred—and your files are not encrypted on their servers.
Google Drive Offers Limited Workflow Options
One of the reasons companies use document management software like eFileCabinet is the ability to create different workflows. Workflows improve productivity in your office. Managers can create a variety of workflows for their employees. Workflows are a huge timesaver because employees always know what needs to get done next.
Google Drive offers only a limited workflow structure as an add-on. For example, you can use Google Drive’s workflow to obtain approval for certain documents. However, with eFileCabinet, workflows are not limited to approvals. You can use workflows to create all of your projects. You can even change the workflow, and your employees will intuitively understand what’s going on.
You Can’t Share Files with Clients Securely
Google Drive allows you to share files with anyone, but you can’t do it as easily or as securely as with eFileCabinet’s client sharing portal, SecureDrawer. For example, when your customers are in the process of applying for a loan, it’s important to make sure you can get the paperwork to them quickly and securely. And once the loan is approved, you can use SecureDrawer to share the documents with them.
Google Drive is not adequately equipped to allow for safe file sharing outside of your company. And with the administrative challenges, you may not even be able to use it to share internal documents, especially documents generated by your HR and accounting departments.
What Your Document Management Software Should Offer
As you can see, Google Drive does have some of the same features as document management software, but it has its limitations, too. Here are some things that you should look for in document management software:
- Audit trails
- File sharing capabilities
- User-based access
- 256-bit AES encryption
- Advanced workflow features
eFileCabinet offers all of these features and more. The best part is that eFileCabinet is easy to use for your employees. At the same time, you can restrict access by giving user permissions from the beginning. And these permissions cannot be changed or revoked without high-level administrator access.