"We already use M365 and Dropbox.
Documents are managed company-wide and shared easily —
so how is a document centralization solution any different?"
This is one of the sharpest questions companies raise when evaluating a solution.
And it's true: collaboration tools like M365, Dropbox, and Google Workspace are excellent for creating, sharing, and
co-authoring documents.
But the two types of solutions start from fundamentally different points.
If a collaboration solution is built for productivity and communication,
a document centralization solution is built to securely manage and protect a company's core document assets.
In other words, a collaboration solution is a tool that "helps you get work done faster,"
while a document centralization solution is a solution that "systematically manages a company's most
important documents."
Convenient collaboration solution — but can it also protect your company's core technology?
Collaboration solutions are designed around fast sharing and easy access.
For a company, however, what matters is that core assets — design drawings, research data, quality documents, technical documents, and contracts — are managed systematically and never leaked externally.
In an environment that relies on collaboration solutions alone, the following security gaps can arise:
- Copies to personal storage: Downloading or syncing files for collaboration can leave documents stored on employees' personal PCs.
- Documents scattered across multiple repositories: When documents are split across many user accounts and storage locations, version control and handover become difficult.
- Limits on export control: Finely controlling downloads or external sharing by authorized users may require an additional management framework.
- Need for added security investment: Raising the security level may require a license upgrade or the adoption of a separate solution such as DLP (Data Loss Prevention).
A document centralization solution resolves these limitations:
Blocking local storage at the source (no PC storage)
All documents created within the company are stored only on the central server — not on personal PCs or USB drives — fundamentally preventing unauthorized copying and leakage to personal spaces.
Granular access control by folder and by role
Permissions for [viewing / editing / deleting / downloading] are finely controlled by department, project, and job level, blocking access by unauthorized users.
Rigorous external export approval process
When documents are sent outside for collaboration, they go through a supervisor's approval process, with download expiration dates and download limits applied for safe export.
Full tracking and monitoring of all document activity
Every action — from creation to viewing, editing and export — is recorded in real-time logs, enabling reliable follow-up through traceability if an issue arises.
In short, a collaboration solution is a tool for boosting work speed and collaboration efficiency, while a document centralization solution focuses on safely managing and controlling core document assets. In particular, documents accumulated over many years — from a startup's ideas and technical materials to the design drawings, research data, quality documents, and contracts of small and mid-sized companies — are a company's core assets that require systematic protection and management.
But won't a security solution make collaboration inconvenient?
Many people worry: "Since document centralization is a security solution, won't smooth collaboration be harder than with a dedicated collaboration solution?"
Cyberdigm's document centralization solution treats strong security as a given, while also providing powerful collaboration features for collaboration that is both secure and efficient.
Co-editing (supported on both Mac and Windows)
Through web office, multiple users can edit documents stored on the central server at the same time. Real-time collaboration is possible without the hassle of passing files back and forth and merging versions.
(Learn more →)
MS Teams integration
Employees can keep using their existing MS Teams environment while documents are managed systematically from the center. The document centralization web interface can be accessed directly within Teams, and local files can be uploaded to Teams via simple drag-and-drop.
Convenient URL-based document sharing
With a single URL link, large files can be shared easily both internally and externally, and managed securely by setting an expiration period and a download limit. Edits are reflected in the latest version instantly, so you always share the most up-to-date document.
Document centralization solution: going beyond collaboration to manage corporate assets
Collaboration increases the "speed" of work, while document management protects a company's "assets."
So rather than giving up one for the other, what matters is finding the optimal balance suited to your company's work
environment and the importance of your assets.
In particular, companies where design assets and technical documents carry significant weight — such as
manufacturers, R&D organizations, and engineering firms — must build a strong document asset management
framework, separate from any collaboration solution.
If you want to manage your documents as valuable "corporate assets" rather than just files,
consider adopting Cyberdigm's document centralization solution.
"We already use M365 and Dropbox.
Documents are managed company-wide and shared easily —
so how is a document centralization solution any different?"
This is one of the sharpest questions companies raise when evaluating a solution.
And it's true: collaboration tools like M365, Dropbox, and Google Workspace are excellent for creating, sharing, and
co-authoring documents.
But the two types of solutions start from fundamentally different points.
If a collaboration solution is built for productivity and communication,
a document centralization solution is built to securely manage and protect a company's core document assets.
In other words, a collaboration solution is a tool that "helps you get work done faster,"
while a document centralization solution is a solution that "systematically manages a company's most
important documents."
Convenient collaboration solution — but can it also protect your company's core technology?
Collaboration solutions are designed around fast sharing and easy access.
For a company, however, what matters is that core assets — design drawings, research data, quality documents, technical documents, and contracts — are managed systematically and never leaked externally.
In an environment that relies on collaboration solutions alone, the following security gaps can arise:
A document centralization solution resolves these limitations:
Blocking local storage at the source (no PC storage)
All documents created within the company are stored only on the central server — not on personal PCs or USB drives — fundamentally preventing unauthorized copying and leakage to personal spaces.
Granular access control by folder and by role
Permissions for [viewing / editing / deleting / downloading] are finely controlled by department, project, and job level, blocking access by unauthorized users.
Rigorous external export approval process
When documents are sent outside for collaboration, they go through a supervisor's approval process, with download expiration dates and download limits applied for safe export.
Full tracking and monitoring of all document activity
Every action — from creation to viewing, editing and export — is recorded in real-time logs, enabling reliable follow-up through traceability if an issue arises.
In short, a collaboration solution is a tool for boosting work speed and collaboration efficiency, while a document centralization solution focuses on safely managing and controlling core document assets. In particular, documents accumulated over many years — from a startup's ideas and technical materials to the design drawings, research data, quality documents, and contracts of small and mid-sized companies — are a company's core assets that require systematic protection and management.
But won't a security solution make collaboration inconvenient?
Many people worry: "Since document centralization is a security solution, won't smooth collaboration be harder than with a dedicated collaboration solution?"
Cyberdigm's document centralization solution treats strong security as a given, while also providing powerful collaboration features for collaboration that is both secure and efficient.
Co-editing (supported on both Mac and Windows)
Through web office, multiple users can edit documents stored on the central server at the same time. Real-time collaboration is possible without the hassle of passing files back and forth and merging versions.
(Learn more →)
MS Teams integration
Employees can keep using their existing MS Teams environment while documents are managed systematically from the center. The document centralization web interface can be accessed directly within Teams, and local files can be uploaded to Teams via simple drag-and-drop.
Convenient URL-based document sharing
With a single URL link, large files can be shared easily both internally and externally, and managed securely by setting an expiration period and a download limit. Edits are reflected in the latest version instantly, so you always share the most up-to-date document.
Document centralization solution: going beyond collaboration to manage corporate assets
Collaboration increases the "speed" of work, while document management protects a company's "assets."
So rather than giving up one for the other, what matters is finding the optimal balance suited to your company's work
environment and the importance of your assets.
In particular, companies where design assets and technical documents carry significant weight — such as
manufacturers, R&D organizations, and engineering firms — must build a strong document asset management
framework, separate from any collaboration solution.
If you want to manage your documents as valuable "corporate assets" rather than just files,
consider adopting Cyberdigm's document centralization solution.