“No time to organize, yet collaboration keeps increasing.”

Collaboration in startup environments moves at lightning speed. Due to highly dynamic nature of the business, decision-making and execution must be instantaneous. The problem is that this speed often pushes document organization and management to the bottom of the priority list.

“Let’s organize this later.”

“Let’s handle the urgent matters first.”

Documents accumulated this way eventually result in bottleneck for collaboration. It becomes extremely difficult to track who created which file or which version is the latest one. Naturally, situations arise where sensitive documents are shared externally without proper security controls.

We often end up drawing conclusions that collaboration issues among startups are due to lack of manpower or tools. It is the absence of clear standards for document management.

 

 

Present vs Future Document Management for Startups

Situation 1: Frequent Turnover and Changes in Roles

Startups often experience changes in workforce mobility. It is a common cycle where personnel depart, tasks are reassigned, and roles are further subdivided due to changes in organizational structure. In such cases, problems such as currently on-going projects and unfinished tasks get scattered across individual PCs, messengers, and emails. As a result, locating and tracking documents becomes nearly impossible, leading to undesired extension of task reorganization.

 

How can Document Centralization help Startups overcome such issues?

Document Centralization Solution manages files by storing them at central server rather than on individual PCs. Folder structures can be configured according to companies needs by department or project. This allows tasks to be continued seamlessly with documents stored on the server, regardless of any organizational changes.

 

What are expected results?

• New employees can quickly adapt to organizations by accessing necessary materials through project folders or search functions.
• Tasks can be reassigned without much efforts as relevant documents remain accessible simply by resetting user permissions.
• Risk of data leakage is minimized, as access can be instantly blocked by simply reclaiming the account of a departing employee.

 

Situation 2: Repeated Short-term Collaboration with Outsourced Partners and Freelancers

Due to limited internal resources or high workloads, startups often collaborate with freelancers or external agencies for design, development, and contents creation. During such short to long-term collaborations, original files are often shared externally via email or messengers, making it difficult to verify who retains possession of which data.

 

How Collaboration Changes with Document Centralization Solution

Within Document Centralization Solution, you can create accounts with restricted permissions for external collaborators or share specific project folders for seamless cooperation.

 

What are expected results?

• External partners can collaborate using server-based documents instead of exporting original files, ensuring all data to be remained only at central server.
• Granular access control prevents unauthorized access to unrelated documents and mitigates the risk of leaks.
• Access can be immediately revoked by reclaiming the account or disabling folder sharing as soon as collaboration concludes.

 

Situation 3: Multiple users copy and utilize the same document

In startup environments, it is common for several team members to download a single document and modify it locally on their PCs. During this process, files are duplicated multiple times, with each version being managed independently. Eventually, it becomes difficult to identify which file is the most recent or who made specific edits, causing the team to work based on inconsistent versions of the same document.

 

How Collaboration Changes with Document Centralization Solution

Document Centralization Solution automatically manages edit histories and versioning. It records who changed what and when, and every modification is saved as a new version, making the latest document easily identifiable.

 

What are expected results?

• No more wasting time searching for the "real" final version among dozens of duplicates.
• Even if multiple people edit such document, everyone stays aligned by working on the most up-to-date version.
• Changes can be tracked through the history log, and previous versions can be restored whenever necessary.

 

📌 TIP. How to Work Smarter with Document Centralization Solution Co-editing: Multiple users can edit a single document simultaneously. MS Teams Integration: Share documents stored on the server directly through Microsoft Teams (MS Teams).

 

 

“The more dynamic a startup is, the more it must balance collaboration and security.”

While tools like Google Drive and M365 (Microsoft 365) are widely used, they are primarily systems designed for collaboration. However, startup documents often contain high-risk information such as sales leads, investment data, and technical specifications that could be devastating if leaked.

Document Centralization Solution provides collaborative environment built on foundation of security, offering features such as PC storage control, access permission management, and audit trails. Document Centralization is the only document management system that secures both collaboration and safety.