Cloud Based Document Management Software
Are you still using local storage to save and share documents in your office? Here are some great reasons to consider using a cloud document management system. Online cloud document storage is beneficial for many types of businesses. Cloud storage is a perfect platform as it does not require a huge investment and it can...
Are you still using local storage to save and share documents in your office? Here are some great reasons to consider using a cloud document management system.
Online cloud document storage is beneficial for many types of businesses. Cloud storage is a perfect platform as it does not require a huge investment and it can be actively used for connecting and collaborating with clients and employees.
Easy to store and share:
It is easy to save your files and data in a cloud document management system; you don’t need to be a technical expert!Stored files can be found and retrieved easily by anyone in the company who has access to the system, from anywhere globally,using any device that has an internet connection.
Delivery to Clients:
Documents stored in a cloud document management solution can be shared securely with clients using the many easy-to-use features that are included in many document management systems including PDF form shares, document access links and personal Portal accounts secured by a login integrated with your website to provide a dedicated document display area for an individual client.
Data Back-up and security:
Data is the lifeblood of most businesses today and without it, the day-to-day management and operations cannot function properly. In most instances, businesses would fail! Therefore, you can never be too cautious when it comes to the security of your data. Data stored on local servers is more susceptible to computer viruses, malware, ransomware, etc and such threats are becoming more common than people actually think. However, cloud service provider companies monitor, assess current threats levels continually and act immediately to ensure data is not compromised.
Using local file storage can limit access to your data to a primary location. A cloud DMS is a platform that offers controlled distributed access. Users can easily access documents stored on a document management system, create versions, make amendments, add instructions for team members and generally keep records updated in real-time. In these instances,activity can be recorded to ensure there is an audit trail of that provides an overview of the data’s life cycle.
Using a cloud document management system can be very a cost-effective option. It eliminates much of the burden managing, supporting and backing up internal hardware and storage solutions. By automating reoccurring tasks, efficiently managing document processes and actually reducing physical storage, costs can be reduced and kept under control, and much of the worry of security is handed over to the Cloud Document Management providers.
A Cloud DMS is particularly suited to Small Businesses where a dedicated IT team is not the norm and often has to rely on external IT companies for support.