Over many years, working with dozens of clients across a broad spectrum of industry sectors, security and accessibility have repeatedly been cited as the two most important factors when considering a document management system.
This has become more critical over recent months as a move to remote working has been both necessary and as we move to a more post pandemic world is likely to become increasingly the norm.
As a result, of a need to largely reinvent traditional working practise, not surprisingly cloud based systems have become increasingly popular over the last year or so.
Interestingly a recent Cloud Computing Survey carried out by IDG, for which in excess of 500 Information Professionals were consulted, it was revealed that some 92% of organisations had chosen to adopt in some form a Cloud based environment with only 8% preferring that of on-premise. Furthermore 81% of those organisations poled admitted to having at least one Cloud application a noticeable rise since the pandemic.
Cloud Document Management Systems have become understandably more and more popular with businesses, not least in that they transfer the management of the system to third party providers at fixed cost, as opposed to being the potential financial and resource burden often associated with in house server-based systems.
Beyond removing the infrastructure management burden from business through Cloud Based Document Management there are a number of other benefits…
1- Cost and Space Reduction
At the risk of stating the obvious, Cloud Document Management takes up much less space, either by removing traditional filing cabinets from your offices, but also in removing the significant investment in acquiring and maintaining in-house servers.
Recent studies have concluded that Cloud Based issues are remedied up to four times faster than those based on company own servers resulting in far less disruption
2- Greatly Increased Data Security
Threats to business have been on the increase since the pandemic. In a recent study of Ransomware Attacks, Sophos concluded that an alarming 51% of organisations suffered an attack in 2019, with 73% of these cases involved the illegal encryption of data requiring costly remedy.
Cloud Document Management is far more resilient to such attacks as they are protected with multi layers of the highest levels of data security technology. Anti-malware, anti-phishing and anti-hacking software provides the highest level of round the clock security. In addition, built in firewalls, the use of sophisticated encryption and AI tools make it far more difficult for criminals to breach security.
3- Highly Secure Multi-User Access
Cloud Document Management systems restrict access to stored documents and data to only those individuals with authorisation, down to individual document level if necessary. Two-Factor Authorisation ensures total security but allows access from any device to those with permission. Secure restricted access can be provided to third party users to allow project collaboration and increased customer service.
4- Easy and Inexpensive Scalability
Storage of documents in filing cabinets is inevitably costly both in respect of the valuable space taken up but also the costs of maintaining accurately such records.
This not only can lead to the potential for misfiling but also has limitations both in the amount of space available but increasingly of accessibility with increasing numbers of employees working remotely.
A scalable cloud DMS solves that problem because it can easily facilitate that upward scalability in the digital storage space, providing the resources necessary without any disruption to operations.
5- Remarkable Ease of Use
Countless hours are lost to business each year simply trying to find important files. What is it called, where is it stored are common issues removed by Cloud Document Management systems. Documents may be retrieved in an instant via either their title or text meaning your critical data is never misfiled or lost again.
If you would like to learn more or speak to a member of the BPMS team about our Document Management Solutions then please get in touch.
