Google Drive is a very popular cloud-based document storage and backup system for good reason. It’s easy to use and is very affordable (or even free) for those with low data storage needs.
However, for document management as part of a quality management system (QMS), a document storage platform like Google Drive can’t compare to proper document management software.
For regulated businesses that need to comply with quality standards like ISO 9001, using Google Drive for document management has several disadvantages.
In this article, we cover:
- why not to use Google Drive for document management
- how proper document management software helps
- document management systems from isoTracker.
Why Google Drive isn’t recommended for document management
Google Drive works well as a file storage platform for many businesses. However, to fit in with an overall QMS – especially when compliance with standards is involved – it has downsides compared to dedicated document management software.
Not as secure
If your documents contain sensitive client or company information, Google Drive might not be secure enough to prevent data breaches. Document management software has a much higher level of encryption to keep data secure. This is potentially a compliance requirement.
Lack of auditing capabilities
Google Drive might not offer enough information for analytics and reporting for auditing purposes. Document management software has integrated analytics and reports. These are vital for auditing and may be a compliance issue for some companies.
Limited version control and administration
You can have different versions of documents in Google Drive but there’s very little to differentiate between new and obsolete documents. Document management software automatically ensures all users are working from the most recent version of a document and archives obsolete versions.
No automated workflows and notifications
Google Drive simply stores documents in folders in a centralized place. It doesn’t have any workflow functionality. Document management software has integrated document approval workflows, task notifications and document archiving.
Limited access control
You can limit access on Google Drive up to a point. However, within a folder, anyone with access can see and possibly edit all documents within that folder. With document management software, you have greater control over who has access to each individual document.
Lack of compatibility with other QMS systems
Google Drive doesn’t automatically integrate with other software that’s part of your QMS. Document management software is usually part of a larger QMS system that can communicate and integrate with other modules.
How the right document management software helps businesses
Document management software helps businesses maintain proper document control, which is essential for a quality management or compliance system. It also helps automate processes and prevents mistakes.
Paper-based or manual systems are too time-consuming and vulnerable to be practical or effective. On-site digital systems that aren’t cloud-based can be expensive and need manual backups that can be overlooked.
The best option for security, efficiency and cost-effectiveness is a cloud-based system that offers document management functionality at a tailored price point.
isoTracker’s document management system
The disadvantages of Google Drive for document management don’t exist with isoTracker’s modular, cloud-based document management software that’s secure, subscription-based and affordable. Key features of this module include:
- centralized online repository of documents with advanced search function
- full document activity history and version control
- automated workflow management with automatic reminders
- secure archiving with full history of document-related data
- advanced document security with encryption, permission-based access, and backups.
This module can be combined with our other modules to create a completely secure quality management system.
Get a free 60-day trial with full access and with a contact person to answer all your questions and perform web-demos. When you sign up, you can keep all your data from your trial period. Contact us to discuss your needs.
