How to store records on computers scientifically, safely and effectively

Every day, businesses need to store a large number of records. However, traditional file management faces many difficulties because of limited office space and the use of filing cabinets that consume a lot of storage space. With the development of technology, businesses can completely apply electronic platforms for simple record management. Let's learn with 1C Vietnam about how to store records on computers scientifically, safely and conveniently through the article below.

1. Why should you store records on a computer?

Nowadays, most businesses or even individuals choose to store records on computers instead of on paper as before. Storing records on a computer can bring many significant benefits to businesses including:

• Cost savings: In businesses, the number of records that need to be stored will gradually increase over time, so the need for storage in physical space is increasing. However, office space rental prices, especially in big cities, are increasing and causing significant costs. Therefore, storing records on a computer is an effective method to save on this cost.
• Easily retrieve and search records: Storing records on your computer allows you to retrieve, search and read records with just a few clicks. Businesses will no longer waste time and effort searching through file cabinets full of papers like before. In addition, when going on business trips or working outside the office, users do not need to carry many documents but only need a laptop to be able to work anywhere and at any time.

• Save time: Storing documents on a computer and sending them via the internet saves time compared to sending traditional paper documents by post.
• Greater safety and security: Records stored on computers will also be safer with the development of security software. Businesses will not have to worry about documents being stolen or lost in the event of a flood or fire.

2. Scientific and safe ways to store records on computers

Currently, there are many ways to store records on computers such as storing in Word, Excel, in the cloud or using support software. Businesses can refer to the detailed content of each specific storage method below:

2.1. Store records and documents in Word or Excel

Businesses can use office software such as Word or Excel to create documents and records. In addition, for paper documents, businesses can also scan them with a scanner and save them as files in the computer's drive easily.

2.2. Store records in the cloud

Storing records in the cloud saves space and enhances the ability to search, use and share data. Currently there are many popular cloud storage tools such as Google Drive, iCloud, Dropbox,...

Google Drive:

Google Drive is a free cloud storage service widely used today. By creating a Google account, users can log in, upload and store data on it.

For personal accounts, users can store up to 15GB capacity. For businesses that need to store a large number of files and documents, they should upgrade to a package with a capacity of 100GB - 1TB.

Google Drive has a simple, easy-to-use interface and allows uploading most file types today. Businesses can divide files into sections and sub-sections, easily managing and organizing documents effectively. Besides, Google Drive also integrates a number of online tools such as Google Docs, Google Sheets, Google Forms, Google Slides,... no less than Microsoft's office applications.

Onedrive:

Onedrive is an online data storage service developed and managed by Microsoft. This tool allows users to store images, videos, documents and many other content on mobile phones or computers.

Users can use Onedrive with a Microsoft account and are provided with 5GB of free storage. In case more storage is needed, users can purchase upgrade packages.

This application provides similar functions to Google Drive including sharing, sorting and storing data directly integrated with Microsoft software such as Word, PowerPoint and Excel. Besides, Onedrive also has the ability to support mobile phones to store and access important data. The data will be automatically synchronized when there are changes. In particular, this application also enhances security to prevent data theft.

Dropbox:

Dropbox cloud storage service is designed to be compatible with current Mac, Windows operating systems and mobile devices. Users can download the app and use it for free with a maximum storage capacity of 2GB. Additionally, users can also purchase a 1TB storage plan for $9.99 per month to increase storage capacity.

icloud:

iCloud is a storage feature provided by Apple, suitable for use on Mac and iOS devices. Besides the free capacity of 5GB, users can upgrade to a storage package with higher capacity. iCloud has many built-in storage features and automatically synchronizes contacts, images, documents, videos, etc. Users can feel secure when using because Apple keeps information well secured, avoiding data disclosure. Whether.

iCloud provides many useful features such as backup, data backup, and easy data transfer between devices. In particular, the find iPhone feature helps users easily find their lost device and ensure account safety.

2.3. Use software to store records and documents

Using software that supports record and document storage is an effective solution to help organizations and businesses manage important information easily. When applying the software, users will save time searching and access necessary documents quickly.

Besides, the software helps secure information from the risk of loss or unauthorized access; Provides periodic backup capabilities to ensure data safety and recovery in case of failure. With the support of record keeping software, information management becomes more convenient and effective.

Thus, 1C Vietnam has shared ways to store records on computers . To store records effectively and quickly, businesses can deploy and apply supporting software such as Digital Office software 1C:Document Management. Possessing superior features, 1C:Document Management solution helps manage, track and process documents simpler and easier than ever. Contact 1C Vietnam immediately for consulting support and software deployment in your business.