The traditional ways of creating documentation are long gone, as nowadays, interactive programs and software solutions provide a greater quality service in less time. However, online documentation, followed by a traditional hardcopy user’s manual are just some of the forms in which digital gadgets provide assistance. On the other hand, one can easily find comfort in offline documentation, and save the business from breaking the bank.
Although both choices are excellent ways to organize and write documentation, neither of those are without some flaws. But looking at the bigger picture, they can be used in multiple situations, depending on the type of the document needed. For example, all documentation can be viewed and changed from the internet, and offline backups are safer, as there are no consequences of slowing the work down due to poor internet connectivity.
So, when talking about which one is better, using the combined perks of both the online and offline approach is the best option. In the end, the most important thing for a business looking to enhance its operations and take productivity to another level is a well-constructed document management system.
General Benefits of Quality Documentation Systems
Starting with the basics, documentation programs need to have an inviting dashboard and excellent search functionalities. Of course, the integration with other software already in use is a must, as well as indexing, control over access, and version control.
Such a system can provide numerous beneficial features for efficient document construction, including:
- Customization control
- Workflow automation
- The ability to integrate and convert multiple types of files
- File editing and reduction
- Mobile access
- Cloud-based service
- Website platformance
- OCR or optical character optimization
These are some of the essentials each company depends on for proficiently managing digital files. Having said that, the criteria to measure some of the best online document editing tools is by looking at the design, or better yet, at how good the navigation is.
Is the program user-friendly? Furthermore, does this system allow offline access? While mobile access may be more vital for working on documentation, it is always good to have a backup option for working on the files without the use of the Internet.
Even better, offline mobile access with the ability to sync files once online is the best option for a highly productive workflow.
Why Create Documents Online?
Now, the time has come to compare the pros and cons of creating documents online. While the online option allows you to create encrypted documents, writers don’t quite have direct control over the data. Also, depending on the selected service, the risks of losing files are increased, since there is always a chance of a provider going out of business.
Nevertheless, the business will be able to get the files over the internet and appreciate the advanced settings in the process of documentation management. Likewise, in case of something happening within the organization, files will always remain safe and sound on the backup offsite.
So, the only concern when using online systems is the strength of your internet connection. Meaning that if the connection is down, so is the possibility of restoring and backing up the data. The same goes for large files, because with a poor online connection, it is harder to transfer data and it becomes a process that consumes a lot of time and nerves.
Offline Documentation Advantages
Moving to the offline documentation advantages, with the first benefit being total data control. Here is when writers don’t depend on the internet, but given that it’s located on a business’s network, access is actually faster. In addition, offline backups are portable, hence they can be transferred to another location.
Though this applies for backing up files, there are some benefits of working offline. First of all, you can work on your docs, and as soon the online connection returns, the data will be immediately synced. But, what needs to be noted is that working in a location with no internet connection requires you to download and prepare files before going offline.
Offline documentation is an excellent option for manuals, as it’s not uncommon to find them offline and organize them for online use. Therefore, the offline version can help writers in preparation, as they can find references, and a full representation of the documentation to come.
Similarly, offline documentation sets writers free from the internet, so it is the best solution for remote workers who experience issues while trying to keep their online connection.
Going Online or Offline?
All in all, both are serving the purpose of digital documentation management. Although an online system opens up a lot of doors for writers with its various features, that doesn’t mean that an offline option is out of the question. Likewise, using the perks of the offline approach can be beneficial to some writers, especially those who are working hard to meet a deadline while trying to fix their connection.
The only logical conclusion is to arm the business with a software solution that supports both ways of creating documentation. Organizations can create online documents and work on them offline, it all depends on the type of data and the specific business requirements.
So the question is not which one is better, but what will bring more productivity along the way. And, the answer is a system that offers all of these features for correct documentation management.
Author Bio: Robin is a Technical Support Executive. He is an expert in knowledge management and various Knowledge base tools. Currently, he is a resident knowledge management expert at ProProfs. In his free time, Robin enjoys reading and traveling.