What is a cloud document management software? Well, it’s a source for teams, companies and businesses for sharing, storing and editing documents digitally. Many businesses are opting for cloud document management software to help reduce costs incurred over papers and boost productivity within the workers. Additionally, in many countries, there has been a push by the lawmakers to implement a digital document management system over paper document management system. In fact, in many organizations, the rules have already been implemented.
For instance, many medical organizations are asked to store the files’ digital copies along with the usual paper copies which in itself is an effort to slowly shift from paper document management systems to digital document management systems. The reason behind this is very simple, it is safer to store and share the documents digitally as these systems ensure the safety of the sensitive information from unauthorized users. Moreover, it reduces paper and is an eco-friendly way to store documents.
Basically, there are two types of cloud document management software: Client-server and Application service provider (ASP). Client-server systems are software controlled on local computers, whereas ASP software is an online solution hosted by the service providers. Both the types have distinctive advantages. But mostly, the businesses today are adapting an ASP cloud document management software over the alternative. Why is that so? An ASP provides an additional layer of security for protecting the to company’s data because the software providers have a staff of IT experts and technicians and also have advanced security measures. To add more to the security benefits provided, ASPs also give the advantage of accessing the company’s data anytime and from anywhere provided there has to be an internet connection to support the purpose.
Cloud document management software has many advantages that can help your company be successful efficiently. Discussed below are few reasons why you need to consider utilizing cloud document management software for your company.
Easy and Quick Sharing And Online Collaboration
As a business, it would be a great deal if you could easily and quickly share files and documents online. Being able to view, edit and share data digitally can speed up your employees’ workflow, and let them send, share and receive documents in a small fraction of the time. The same process in a paper document management system would have taken more time. Cloud document management software adds on to the speed of sharing and collaborating process of documents greatly, which now leads us to the successive benefit, that is,
Increased Efficiency And Productivity
Since document scanning and sharing takes less time with the help of document management software, it greatly increases both efficiency and productivity as well. The time spent looking for documents through a huge library of file and documents cabinets gets eliminated and this saves up the time for employees to do more work that would have instead been on hold due to looking for documents in a large chunk of files. With cloud document management, all the documents of the company get digitally stored systematically and that makes it easy to access anytime and from anywhere and computer with Internet access.
High Data Security and Secured File Storage
A good cloud document management software features various layers of security to keep the company’s confidential data under tight security measures. With a full-time group of IT experts, technicians and multiple security features, cloud document management software are one of the most secure ways to make security available to any company – In most of the cases, it’s more secure than storing data and files locally. Plus, the data gets protected from power outages and server crashes because these storages have backup measures to protect the files from these types of failures.
Saves Money Both Directly and Indirectly
The cost savings benefit of cloud document management is evident in the companies both indirectly and directly. Like it was discussed earlier as to how adopting a paperless management system can save loads of money incurred on paper and the products related to papers. But the truth is that revenues can be saved in many other ways.
Let's assume you have a business that is relatively paper intensive that undergoes through lots of work related to paper and filing each day – consider a law firm for example. If a worker spends 1 hour every day just filing and arranging papers, looking for files and just walking back and forth through the records room, then that would be nearly approximately 250 hours every year (assuming a 5-day working week). And if that employee makes $20/hour, then that’s $5,000 per year spent just on simple paper filing tasks that could have rather got eliminated by going digital.
After all that you’ve read, you must have understood that adopting an Online Cloud Storage over paper document management systems can benefit your company and business in many ways like saving costs and time incurred over papers.