Why MFT beats email – Part 5 – Document Version ControlBy: Karen Bieniek on December 16th, 2013
If a file needs to be transferred from point A to point B as quickly as possible, most employees attach it to an email and fire it across. Where a disparate team is working on a project however, the file may be sent from point A to points B, C, D and E, creating 4 new versions of that document.
As well as needing to increase file storage capacities (see Part 3 of this series), emailed documents create a major problem for end-users: identifying the definitive copy of a given file. In the scenario described above, after sending the email there are at least five different copies of the same file in circulation. And, if each recipient makes amendments or additions, someone needs to assume responsibility for manually merging versions and deciding which elements are final, or definitive.
Document management systems can help reduce this duplication issue for users working in the same organisation by pointing them to a centralised, authoritative version. But where collaborative partnerships encompass other organizations this may not be an option. Instead, files must be transferred externally.
Managed File Transfer (MFT) provides a mechanism by which files can be transferred securely and reduces the duplication of files and effort. TRUexchange from Trubiquity can effectively replace email for document transfer, even when multiple parties are involved, making collaboration smoother than ever before.