When it comes to document management, a large number of companies are still using the traditional paper-based system. But the smartest ones are already moving their document management system to the cloud. Here are the 5 no-nonsense reasons to move your document management system to the cloud.
Most business processes involve an active collaboration process between different stakeholders. Thanks to the internet, local businesses are now opening up to global opportunities. This often includes getting more people into the work process. Traditionally, this collaboration process is done through e-mails. More often than not, this work process ends up with conflicts in the file name, format or structure.
You can remove all these problems by using cloud-based document management systems. In the cloud-based system, everyone is working on the same file, with the same name and structure. Any change will be synced in real-time. It is also easier to check out the current status of the file anytime you want.
Your business definitely has some confidential documents which you donít want to share with the public. The traditional paper-based system makes it very difficult to ensure the proper safety of these documents. There is no way to make sure they are kept private unless you are using a cloud-based document management system.
First of all, the documents saved in your cloud account will be accessible to your employees only. Additionally, it is also possible to assign roles to your employees and set role-specific access to various documents. Some DMS tools also allow you to provide time-limited access to crucial business files. All these could be very effective in ensuring the perfect security for your critical documents.
Keeping multiple backups is an important step to make sure you are not losing the necessary business files. The traditional system requires you to make duplicate copies of the documents, which is expensive and requires additional storage. Whatís more, it is not the wisest choice to keep multiple copies of your confidential documents.
Cloud DMS tools could be a lifesaver in this case. Without some very rare occasions, it is not usual for the cloud services to lose any file. Some DMS solutions also keep multiple backups of your uploaded files. All in all, cloud DMS provides a more reliable backup solution than the paper-based system.
Enhanced Version Control
In modern business, keeping yourself updated is very important. You need to make sure that you are working on the latest version of the document and not missing out any important detail added by another collaborator. When you choose the traditional system, achieving this target is not simple at all. There is no way of being absolutely sure that you have the latest version without spending some of your valuable time.
But cloud document management tools offer a simple solution to this issue. As we have discussed earlier, these tools make sure that everybody is working on the same file and all the changes are saved in the file instantly. As a result, you can always rest assured that you are indeed working on the latest file.
The traditional ways of managing the documents is definitely an expensive and labor-intensive process. The longer retention period of physical documents means you will need more and more storage spaces as the size and number of documents increase. Processing and storing the documents and retrieving any information from them requires consistent effort.All these complexities could be simplified by using a cloud document management system. When using the cloud solutions, the only expense you will have to bear is the subscription fee to the service. Other than that, there is no additional cost for storing, managing and retrieving your business data.
As you can see, cloud DMS tools are way batter than the traditional paper-based system in all the fields. This justifies why modern businesses are rapidly embracing this technology. Is your business using cloud DMS tools? If yes, don’t forget to share your experience by leaving a comment below.
Marie K.Powell is a business, technology and environment specialist with years of experience in the field. While working at Ademero, she is always trying to find the best ways to go green in every possible way.