Dropbox is hugely popular as a casual document storage and file-sharing solution. However, it’s not generally a good idea to use Dropbox for document management.
This is especially true for businesses in regulated industries, and companies aiming to comply with quality standards like ISO 900 and ISO 13485.
Weaknesses of Dropbox for document management
There are a number of inherent weaknesses of using Dropbox for document management.
Poor risk mitigation and design controls
Dropbox doesn’t have adequate workflow features to protect the design and development process from risk.
For example, automated phase gating functionality is not supported. User requirements and specification documents have to be manually reviewed against design deliverables at set phases of the project.
Time-specific automated deletion of audit trails
Dropbox does create new versions of a single document as it is edited and commented on by multiple users.
However, each version is only saved for up to 180 days. It is then automatically deleted and irretrievable.
Businesses that require a sequential record of the history and input of a work event or development phase are not adequately supported in this respect.
Non-compliant electronic signatures
Dropbox does have electronic signature capabilities through the HelloSign plug-in.
Unfortunately, the plug-in “does not offer compliance support under FDA 21 CFR Part II specific to electronic signatures”.
Document duplication issues
Dropbox has a document duplication problem.
Simultaneous editing of a document, by two or more users, results in the creation of inconsistent versions of the same document.
All versions are automatically saved in the same folder. This requires manual intervention, which is time-consuming and can introduce errors.
Limited search functions
Dropbox lacks basic search tools. As a result, the search capabilities of businesses, especially of large databases of files, are compromised.
Inadequate encryption and security features
Security weaknesses inherent in Dropbox can leave businesses vulnerable to multiple risks.
Read-and-write privileges for individual users are not customizable. Files can’t be locked for collaborative editing.
There’s no remote wipe feature to delete sensitive data from stolen or lost devices, which is more easily exposed due to the lack of end-to-end encryption.
Benefits of dedicated document management software
As an automated cloud-based hub for digital documents, dedicated document management software (DMS) allows businesses to store, manage, track, retrieve and share documents across the organization.
Key advantages of a DMS include improved workflow, maximized collaboration, advanced search capabilities and enhanced security.
Businesses benefit from optimized document retrieval speeds, heightened disaster recovery capabilities, and a significant reduction in both physical storage space and operational costs.
An affordable alternative: isoTracker’s document management module
The disadvantages of Dropbox for document control don’t exist with isoTracker’s modular, cloud-based document management software that’s secure, subscription-based and affordable.
It enables full compliance with ISO 9001 and other quality standards.
Benefits include easy set-up, reliable document change control, flexible pricing and advanced security.
The module can be integrated with isoTracker’s other quality management software, or used as a standalone solution for precise and efficient document management.
Try our document management software yourself with a free 60-day trial or contact us at isoTracker to discuss your needs.
