document store and collaboration

Dear Experts

We have a requirement to store the confidential documents like legal and other customer documents and access it,
we have teams and each team is headed by functional heads and all the users are using their desktop/laptops
At present challenges:
1.Data(document) is not stored in central repository and not access control driven,  all files are exchanged through email back and forth and multiple versions
2.Employee stores his/her data in their own laptops/desktop and functional heads have to depend on users to share it, it has become user mercy or available to share the required document to the reporting manager.
We are looking for the solution where security is strong and also collaboration.
Please suggest the best suited one of I found is Citrix Share file and go with hybrid setup, I request please share the best available solutions, thanks in advance.
D_wathiAsked:
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John TsioumprisSoftware & Systems EngineerCommented:
My personal recommendation would be to use a document-capable database engine like FireBird to store your Documents...thus making available to everyone ....think it as collaborative knowledge...
An Access FE would do all the work to import/modify/export....i have implemented something similar for a spare parts catalogue on a much smaller scale...but FireBird is a beast will handle everything.....its just a matter how you want the documents processed and visualized to end users...(for speed)
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Scott McDaniel (Microsoft Access MVP - EE MVE )Infotrakker SoftwareCommented:
I'd suggest you use some form of document management, like Sharepoint or ZoHo Docs.

Sharepoint allows centralized access to your documents from a web browser, and has a fairly robust security mechanism. Two projects I'm working right now use SP to handle documents, and I have permissions to see those documents in my folders and the folders assigned to my "group", but nothing else. Once you understand how it works, it's fairly simple for users.

I've only scratched the surface of ZoHo docs, but the same concepts apply there.
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PatHartmanCommented:
Sometimes we have to use the tools we have but if I  had  a choice, Access wouldn't be in the top 10 for document management even though Access is my favorite development platform.  If Access is your only choice (document management systems can be very pricey), using SQL Server (Express is free but size is limited and so will store fewer documents) as the BE would be more robust for security and ability to store thousands of documents.
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John TsioumprisSoftware & Systems EngineerCommented:
I don't think SQL express can match Firebird as a document storage ... quoted from the site "The largest Firebird database we have heard of is about 11 Terabytes and growing"
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PatHartmanCommented:
FREE - was the criteria.  Is Firebird free?
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John TsioumprisSoftware & Systems EngineerCommented:
i don't see any price anywhere...
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PatHartmanCommented:
I started by saying that Access was a poor choice for this project and I would only use it if I had no other choice (ie didn't have money to buy a real document management system since money is always the constraint in these situations).  I then went on to say that if you're stuck with Access as the FE, you're still not stuck with Access as the BE because SQL Server Express is Free and would offer far better security.

Is that clearer?  I was in no way arguing that Firefly was not a superior solution.
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John TsioumprisSoftware & Systems EngineerCommented:
FireFly is either a famous TV series or an incest...not a Database Engine....:)
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PatHartmanCommented:
I've been watching too much late night TV:)
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John TsioumprisSoftware & Systems EngineerCommented:
At least FireFly is considered as one of the good ones....:)
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PatHartmanCommented:
I discovered FireFly a couple of years ago and so binge watched all the episodes as well as the movie.  If you're a SciFi fan, try The Orville.  It's writing is a bit uneven but  generally its pretty good.  They have also done a few morality plays similar to what the original Star Trek did.
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John TsioumprisSoftware & Systems EngineerCommented:
i will...thanks....:)
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Nick UpsonPrincipal Operations EngineerCommented:
you could use a cloud-based solution like google drive
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PatHartmanCommented:
you could use a cloud-based solution like google drive
Absolutely NOT.  You CANNOT share an Access application using any cloud based technology.  It is Windows that allows the Access BE to be shared by multiple users.  Windows is not involved in the sharing of cloud based files.  If two users open the same Access application, the changes made by the last user are saved and those made by the first user are lost.

Converting the Jet/ACE BE to Azure might work but unless you have used good client/server techniques in the development of the Access FE, it could end up being slower than the Jet/ACE BE. Citrix and RDS are the best options.
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