Data management has always been considered one of the most challenging business activities. Because even if one document gets misplaced or damaged, it can cost the organization a lot. For this reason, it is important that your company have a dedicated document management system. Fortunately, we do have cloud document management, as do many other cloud-based solutions.
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As the name implies, this is an online service or a tool that allows businesses to store, track, manage, and receive documents while also reducing paper usage.
In short, if your company does not have document management software in place, now is the time to buy one. However, if you are unsure how this cloud document management system will benefit your organization, read the 7 benefits of cloud file management outlined below.
7 Benefits of Cloud Document Management
The following are the 7 benefits of using a cloud document management system. We are very much confident that after reading through these 7 points, you will be convinced to get one for yourself. So, without further ado, let’s take a quick look at each one.
1. Safe & Secure Operations
If you run a company where data security is critical, you need a document management strategy as well as should implement a cloud document management solution as soon as possible. Unlike manual storage, this system provides multi-layer protection, ensuring that any files kept in the system are entirely safe and secure.
Moreover, most of these systems are supported by reliable backup and recovery models, ensuring that your data is recovered in the event of a breach or cyber attack. Also, since you won’t have to move the documents physically, it will make them safer to share and lower the risk of theft.
2. On-demand Scalability
These days, scalable infrastructure and technologies are the primary elements that every business looks for. For example, if you are processing documents manually, you will need to add extra infrastructure capacity to store and manage documents as your business grows. Even if you use an on-premise document management system, you will need to add servers and other system-related hardware components.
However, in the case of a cloud document management system, you won’t have to worry about infrastructure since it is a scalable solution. So whether your company expands or shrinks, you can easily manage the document load without worrying about the infrastructure.
3. Business Tools Integrations
Since we live in a technologically advanced era where everything is getting digital, it is critical that you always select a technology that allows integration with other business tools and utility software. Integration is not possible with manual document management, but it is doable with a cloud document management system.
This technology enables you to integrate all of your business tools, such as CRM solutions, social media channels, marketing analytics tools, employee management tools, project management software, and others. This will automate operations, reduce workload, and save time besides improving performance and yield better results.
4. File Permission & Sharing
As cloud document management systems are collaborative in nature and use the best document management practices, you can share your documents at any moment with any of your team members or any other individual without any worry. In addition, if the team members have access to the required documents, they can also access them whenever they need to.
Moreover, unlike traditional file-sharing systems, here you can specify access permissions for each document, ensuring that only the authorized persons or employees with specific authority can access those documents, preventing illegal or unwanted access and data breach. However, you do not have all of these controls in the case of a traditional document management system.
5. Reduced Paperwork
Do you want a room in your office overflowing with piles of files & documents? Certainly not! Traditional document management has many limitations and disadvantages, which is why it is advised that you migrate to a cloud or web-based document management system.
When you switch to a cloud-based document management system, you will save a lot of time, resources, and money since this technology eliminates the need for additional costs for printing, storing, and managing documents. In addition, making your business operations paperless is also an excellent way to make your firm more eco-friendly.
6. Easy Information Access
Consider a scenario: you do not have a digital document management system in place and conduct all of your business activities on paper. One day, you need to find a decade-old document or file. What are you going to do? Find it among the stacks of files and documents, right? And, of course, it will take a significant amount of time and effort.
Now consider another scenario where you have a cloud document management system in place. And now you’re faced with the same task of finding a decade-old document. How much time will it take to complete the mission? We are sure it will not take more than a minute! This is how a cloud file management solution can help you with quick information access. To locate any files stored in the system, will take only a few seconds or a minute.
7. Reduced Storage & Supply Cost
Without a cloud document management solution in place, the expense of storing and transferring documents from one place to another will be extremely costly. Paper, printing, storage infrastructure, transportation, and other expenses will consume a sizable portion of your budget. Even if you store all of your papers online, the cost of cloud storage will be considerable.
For this reason, you must move to a cloud-based document management system, which will assist you in eliminating all of these expenses, saving resources, and improving outcomes.
This brings us to the end of our list of 7 advantages of cloud document management systems. We’re pretty much sure these benefits must have convinced you about why you need to purchase a modern document management system for your business right away!
The Bottom Line
Adopting innovative business technologies is the fundamental strategy for competing with your competitors in this fiercely competitive market. A cloud document management system is also one such technology that will assist your company in going paperless by shifting all operations online. Moreover, it will save resources, labor, and time while preventing human errors. However, don’t forget to look at the technical aspects, customer service, pricing, and integration support before making the final call.