1. Everyone does it themselves, with existing software.
2. It's done by a single point of contact, either with existing software or project-specific groupware.
3. It's done by a contractor, such as an application service provider.

In cases (2) and (3), there may be a data management system or specific document server on the network to handle the traffic. Which of these methods you choose for your project will depend on budget, the number of people contributing to and receiving the info, and (of course) management preferences. :-)

If you choose option (3) (for whatever reason), try to find someone with experience in your software environment. Keep in mind that documents come from a number of different people, in a number of different formats, using a number of different software programs (or other media, or handwritten!). Your groupware, and your contractor, should be able to handle all the possibilities.

If you distribute project info electronically, you have to keep in mind that suppliers, contractors, and customers might well want secure information exchange. If all info is exchanged within your site, you probably don't have an electronic security issue even if you're behind a firewall.

If you or those receiving the info are behind a firewall, however, you have other options:

• a virtual private network between the firewalls
• an online marketplace
• a third-party secure exchange service
• password-protected URLs/downloads at your own site
• outside connections through the firewall

Intranets can be outsourced, and this may provide some benefits:

• low capital investment
• quick and seamless setup
• real-time scaling up or down

But if your organization is considering outsourcing an intranet as a document management tool, remember

• customization can be very expensive
• some users (but not all) can benefit from an online organizational calendar, message boards, or instant messaging
• shared documents require sensible storage, both in terms of size and organization

Proposed systems for storage/retrieval of documents often don't achieve "buy-in" among workers because the system forces the workers to reorganize their work to fit the system. The greater the level of acceptability of a system means the fewer the number of rules to follow regarding

• filing category
• file format
• storage location
• operating system
• communications protocol
• level of importance or intention

The above thoughts led to the adoption of hypertext as an Internet-based document system: the Web. The Web allows documents to look the same no matter where they're stored or viewed.

A decentralized system means

• new users don't need others for access
• the system can be scaled up without bottlenecks

A useful system provides the (technical) means for users to do what they want, not the (social) policies for deciding what it is they DO want. (This is the basis for many types of electronic negotiations and transactions.) People are responsible for creative work and defining purpose; machines are used for administration of the results.

References

Harrold, D. "Digital Paper." Control Engineering, 09.2000
Berners-Lee, T. Weaving the Web. San Francisco: HarperCollins, 1999. ISBN 0-06251-587-X