There are of course many reasons why businesses have chosen to work electronic document storage systems, not least the need for security and easy access.
Some have historically chosen to manage information on their in-house servers, but more are now moving to Cloud based systems, this article looks to examine the reasons why.
Remote working in its various forms has been with us for some time, however the global pandemic has made this a day-to-day reality for millions rather than an occasional option.
This phenomenon has led to a need to create a working environment whereby employees can securely access information vital to their effectiveness from any location and on any device.
In a recent survey of Cloud Computing instigated by IDG and encompassing over 500 IT workers it was revealed that a staggering 92% of organisations were now embracing at least a partial Cloud environment, with only 8% remaining fully on-premises.
So, what has caused the shift to Cloud Document Management?
- A significant reduction in Costs
Firstly, working with electronic files takes up far less expensive office than their paper equivalents allowing you to better use it for more profitable purposes or downsize.
Secondly, managing on-site servers is costly, from the initial capital outlay to the ongoing maintenance and backup, particularly if you either employ or outsource specialist resource.
Studies have shown that any issues surrounding Cloud storage are resolved twice as fast as those in-house.
- Top Level Security
It is a sad but perhaps inevitable reality that an increasing number of businesses are suffering ransomware attacks. A recent report released by Sophos estimated this to be as high as 51% in 2019 and rising.
It is accepted that Cloud based document management solutions are better protected than their in-house alternatives in that they feature multi layers of high-level security. These include anti-malware, anti-phishing and anti-hacking software, together with firewalls, AI tools and encryption.
This technology, allied to its continued advancement, ensures that your sensitive data is always as safe as it could possibly be.
- Strict user-controlled access
Who is able to access your data is a huge part of Cloud document management’s benefit. Strict permission driven access ensures that ONLY those individuals with the appropriate authorisation can view your filing, down to individual file level if required.
Furthermore, assuming they have access authority, employees can access the data critical to their effectiveness from any location and on any device.
- A system that grows with your needs
Managing your filing in paper form is of course thirsty of expensive office or archive storage space, is it good business to move to larger accommodation because you have run out of room for filing cabinets.
Similarly, unless very well managed, in-house servers will continually need to be expanded or replaced to react to increased volumes of data.
By contrast, Cloud based systems typically deliver with significant secure storage which can be easily and cheaply expanded as and when your needs demand.
- The benefits of system Integration
Right now, it is entirely possible you are operating several software applications all of which are vital to your business but ostensibly stand alone.
Cloud document management is able to seamlessly integrate these otherwise disparate platforms, allowing them to share information and processes.
The result of this system integration results in greater efficiency, less human input error and huge savings in time.
To discover how Cloud based document management systems can deliver a significant benefit to your business get in touch with BPMS and let our experts work with you to achieve your aims.
