Shared Folders: A Relic That Still Works (Somehow)
In a huge number of companies, the central place for documents is a shared folder on a Windows server. Everyone has access, everyone creates their own folder system, and somehow — everything works. Until it doesn't.
7 Problems with Shared Folders
- Chaotic folder structure — everyone creates folders their own way
- No content search — Windows search only finds by filename
- All-or-nothing access — granular control requires complex NTFS configuration
- No change history — someone deletes a file, it's gone
- Office-only access — no access from home, field, or travel without VPN
- Hardware fails — servers break, disks die
- No legal compliance — no archive book, no retention tracking
Comparison
| Feature | Shared Folder | DMS (Arhivix) |
|---|---|---|
| Organization | Manual (folders) | Automatic (AI classification) |
| Search | By filename | By content (AI + OCR) |
| Access control | Basic (NTFS) | RBAC by roles |
| Versioning | No | Automatic |
| Remote access | VPN (complicated) | Browser + mobile app |
| Backup | DIY | Automatic (2 EU locations) |
| Archive book | No | Auto-generated |
Conclusion
Shared folders were revolutionary 20 years ago. Today they're an obstacle. Companies switching to DMS save time, space, money, and sleep better knowing documents are safe and legally compliant.
Arhivix replaces your server with one system — all documents, all employees, all devices, complete security. Migration takes a day or two. Try free for 14 days.
