Document Management

UPLOAD & DOWNLOAD

This is the base of the application. Uploading a file “pushes” it to the storage and also maintains proper details about how it is maintained. Download on the other hand refers to the pulling of the files down from where it was uploaded. The definitions seem very simple to understand, but there is a lot to be thought about before we perform these processes.

Upload

• User in ideal file management site should be able to upload multiple selected file. So we’ve various multiple file upload applications which add functionality of drag and drop of files from desktop, show progress and easily upload. Well, that’s for the base of it.
• So next point should be how much of data? Traditionally, applications upload only 50MB of data at a time usually, emails about 10-20MB on an average. Our application since is dealing with files only can upload to ‘X’GB of data. So you’ve 5GB of data to upload and all you’d need is an internet connection. Size of upload isn’t a constraint anymore. Only thing would be time. Well you wouldn’t want 10GB in 5 seconds
• While you’re uploading huge data, should site stop? At our end, we propose solution that users are still able to use the site and the upload keeps happening in the background. Multi tasking is the order of the day.
• Location of upload suggested by us is cloud storage. So, there wouldn’t be any constraint of size at all!
• You have the choice to specify your own space to store. So we’re flexible too.

Download

• For Download, we download the exact structure of the folders. So you’ve a structure already created and if we just flush out all files without that, they may be of lesser use.
• To do the point above, we push the download in a ‘zip’ format and this makes life much easier for the person downloading.
• Plus you can download multiple file and folders by just selecting all! Simple!

DOCUMENT STORAGE

Storage of the documents according to us in any ideal system is such that information is securely kept and easily revoked for any purpose. The application we presume to be ideal has to go through a tough check of security as that’s the base. Storage of the file is so done on basis of that

Effective and planned Document storage also easily cuts the costs by a lot! So, how our system does it goes below:

• The file parts are encrypted and prepared securely.
• These parts now are transferred via a secured channel that the cloud services provide. Remember, we’re discussing about an ideal document site and so, we always plan a back up.
• Our suggested storage ensures the data integrity, data security and real time processing when and if required.

DOCUMENT SHARING

Now we converge to an important use of a file management solution. For whom are we storing data? Definitely either it’s an archive (for data mining) or for regular use. So anyways it’s for the organization and individuals attached in form of employees, stakeholders, sponsors or clients. For this collaboration we give a very simple user interface through which an individual can share file with anyone in or out of the application. Simplicity for user is our motto. So all you need to do is type your recipient name, email and decide the permission, we’d deliver the file on a secured front (unless you require otherwise). Our process includes the following:

• File shared on public URL. So share the link and files are shown.
• Public URL can then be shared via offline methods or from inside. This could help your marketing team flush out a few samples before a proper and scheduled delivery.
• Privately, files are shared with users set up to access the system. Typically, wherever we introduce this system of private sharing, account set up becomes the key.
• So through the system we add the members with whom we want to share privately and the file never features publicly.

SECURITY AND VERSIONING

Security

This is of course the base of any file system. For all the information before this, the term security has been the key. We explain that here. Security as per the dictionary is something that provides a sense of protection against loss, attack or harm. Our ideal file management system does exactly that. It ensures that your data is protected against loss, attack (from any 3rd person) or harm (from any physical damage to device that holds it). How do we do that? See a few points below:

• First up, the passwords to the site are always encrypted via MD5 standard. That ensures that we follow the industry standards for the password. In fact even we as creators never decipher a password (though we know the keys). We understand your security.
• The file parts that are encrypted use our own encryption standards such that only our application can decipher those and even arrange those at the time of need.
• At any point, even if the packets are sniffed out of the transport layer, the parts would be a sequence of garbage to the users. Though this makes the upload slightly (and I mean very slightly) delayed. But, adds to making your data secured.

Versioning

In any organization, this is also a very important aspect. So if your end user or client keeps changing the requirements or you need to constantly update a few documents, we recommend the versioning concept. So, all the user does is ‘Sync’ their personal folder and if that file is already there, through the internal mechanism, we can find the changes and update as per the need. We can also maintain a list of changes and if needed the original file too.

• File name doesn't change for the end user. So the user is never lost and can search.
• On the organizational perspective, all versions are maintained and the experts can easily review the changes done over the time.
• This ensures proper path followed in a file evolution

EMAIL FILE TO STORAGE

A convenient way to store a file is to email it. But, doesn't that get lost sometimes in the flurry of emails? We've a solution we've already implemented and know. So when you send a file now, keep an email in TO, CC or BCC and this act as storage of the email contents and the attachment. So if there is some email you want the system to store and is of value, alongside a copy with you, the file system does that. Logically:

• There may be many spam emails which may have your storage address. But, in our end, we would have Email Processing Units. These deal with emails only.
• So, our intelligent email system, accepts the email from the designated ones only.
• Going a step further, the email processing unit deciphers the email, divide the information as per the need and store it on the place designated.
• Since our document search is strong, we’d be able to trace any details stored of emails.

FILE MANAGEMENT

All this while, we've been speaking about ideal download, upload, storage, emailing etc. But essence lies here. That is though we've stored and applied all our efforts to storage of file and retrieval, we need to even find out ways to make sure that the data is arranged for a user such that they find it easily. Our file management system has the following points:

• You send us a file and we find out a type and accordingly show it to you. So if it’s a word file, excel file, odt or picture files, we would give it its own identity for look.
• We allow creation of folders in a way which the user finds useful. So have my document for the documents and Secret files locked off for personal use only.
• Our File processing unit does the work as already shown. So from storage of files, to splitting, all the brunt is bore by our efficient (in resource consumption or even displaying) FPU.
• Even more, we've a comprehensive search put in to go through the entire bunch of files and folders and find out the best one for you.
• Moreover, when you download multiple files or folders, we maintain it in zip format such that the folder format is maintained.