According to policies of some government organizations such as IRS, FDIC and so on, some documents should be kept for the very long time (6 to 8 years). Such documents as Deeds or Auditor's reports should be kept forever. ByteUnited Office may be very useful for the different government agencies as well as for medical and legal offices:
In terms of the document storage duration, ByteUnited Office has significant advantages over such applications as Box and DropBox as both of them store previous versions of document for a limited period of time.
Data and documents related to a common case are stored in a project. There are two equally important parts, that make up a project:
Repository is needed to collect all versions of all files that made up a project.
Database gives an opportunity:
DropBox and Box control only development of a single file and do not group set of files into project.
ByteUnited Office uses cloud to store customer's data. In case if company decided to store its documents on their own server, ByteUnited provides installation and support of server software.
The implementation of a data storage model that creates a mirror of a repository on a local workspace significantly reduces server workload. As a result, ByteUnited solutions will become more scalable.
Box, DropBox uses only cloud and may not install their software on the customer's site.
Strong encryption is used to prevent unauthorized access to the project. There are many methods of key management that could be used to prevent from breaching data.
ByteUnited is using three levels of encryption:
Repository mirror called workspace is created on the local computer. The workspace should be encrypted to prevent unauthorized access if computer is lost or stolen. Encryption keys can be managed by the user or the IT department of the company.
User who has lost access to project does not have ability to work with the project data on the local computer.
Dropbox uses a "Remote wipe" function to clear files from lost or stolen devices. A connection to the internet is required for this function to work. Sensitive data can be copied while the device is offline.
ByteUnited offers for the desktop an all-in-one application DocImpress that allows user to:
A user can create a workspace for any accessible project. It is possible use more than one workspace for a single project. Access to these workspaces and data manipulation are managed by the DocImpress. DocImpress also checks workspace integrity, restore workspace, and removes junk and temporary files.
DocImpress allows user to use preferred editing tools and any desktop applications.
In Box and DropBox files and subfolders are placed in a dedicated folder on a local computer. This folder is synced with the cloud automatically.
All users that work on one project are notified as soon as changes are made. Every user makes a decision as to whether to update the project immediately or continue working with the current version. There is no automatic decision on sync that could result in data loss.
After working on documents users should submit changes with mandatory comments. One submission could contain several files. The submission creates a snapshot of the workspace.
In Box and DropBox syncing files take place automatically after changes. The sync started immediately after a single file was changed. As a result, only one file could be synced at a time. Thus, many sync events are created, making it difficult to track changes. Automatic sync does not give a chance to write comments on particular changes. To add comments user of Box and DropBox should annotate files.
History of changes by project, or file, or author is tracked using ByteUnited Office powerful tool that is available in all-in-one desktop application. as well as WEB application. This tool allows user to open any version of a file and show changes. between two particular versions. It could be used to restore a file. or workspace to any version.
In Box and DropBox only a history of single file could be tracked. The show changes functionality is not available.
ByteUnited Office has an annotation tool. as another approach to inspecting file history. Annotation allows user to track changes and authors down to the single line of a document. User can see the differences between any two versions of a file.
No analogues found in Box and DropBox
As artificial intelligence (AI) becomes more sophisticated, so ByteUnited Office will have to adapt. AI could be the heart of a search engine that has access to the entire history of a company's documents. The NEVER-LOST technology in ByteUnited Office allows data analysis to be performed even on obsolete or deleted documents. It could be useful for finding forgotten documents or parts of documents. Using the company's knowledge base, AI could help create a new document.
Exporting anonymized portions of medical records could help create a huge medical knowledge base. Artificial intelligence may be able to make use of this data, which could be helpful to doctors in their daily routines.
No analogues found
ByteUnited Office has a communication service that gives users a possibility to collaborate with secure messages, chat and video conference visible only to team members. This service is free of spam and much more secure than regular email or other collaboration solutions. All communications intergated into ByteUnited Office functionality without using third party tools.
Box has a limited messaging functionality and integration with third party tools.
ByteUnited Office has online tool that shows submission history, authors, and changes of an entire project. In addition it shows a preview of the document and allows user to open the document in Microsoft Office 365 online. There is a desktop and mobile version of this tool.
No analogues found in Box and DropBox.