Cloud computing is pretty much becoming the norm in today’s corporate world, especially taking into account all of the Covid-19 related developments since.
Cloud computing generated revenue of over 300 billion dollars in the US. Currently, 67 percent of the corporate IT infrastructure in the country is cloud-based and 83 percent of the workload is already stored in the cloud.
Cloud-based document management is one of the most versatile solutions that both small and large businesses can adopt. If you’re hesitant about making the switch, you should definitely explore the possibilities. Here are some of the most important things you can do with a cloud-based document management system.
Improve Accessibility
If one word were to be used to describe cloud computing, that word would be accessibility.
Cloud-based document management simplifies the process of working on the go.
Documents will be accessible from any location that has internet access. Not only does this feature facilitate the sharing of important information with customers and partners, but it also gives employees a ton of flexibility.
Remote work and home-based offices will continue dominating and beyond. By giving your employees a chance to do their job from any given location, you will easily maximize both engagement and productivity. The corporate benefits stemming from those are easy to understand.
Better Indexing and Version Control
Let’s face it – document management systems that lack the right kind of indexing features can make retrieval difficult. There’s always a risk of mistakes and data misplacement. Searching for the right document will become a cumbersome task that keeps employees busy rather than productive.
Modern document management systems have intelligent indexing capabilities.
When a document gets digitized, it will have a number of tags added to the file description. By coming up with standard indexing guidelines, you’ll get a perfectly organized archive that makes key data effortless to retrieve.
Online document management systems also allow for better version control. There will be detailed logs about modifications done to a document. The latest version will be saved and you’ll know who has worked on it. All of this information will give you a good idea about the progress being made, changes to important files, and just how up-to-date your database is.
Strengthen Data Security
We have discussed document security in the past. Companies can easily experience major leaks and data losses. These aren’t just going to compromise an archive. Some of them could be completely destructive to the enterprise.
Cloud-based document management is one of the ways to improve data security.
You can encrypt sensitive data and limit access to it. The logs mentioned in the previous section are also beneficial, as they let you know who has seen a file and whether modifications have been made.
All businesses have to process sensitive data and corporate secrets. There’s no excuse for employing old-school approaches when innovative security technologies have become both readily available and affordable.
Enhance Sharing and Improve Customer Service
Ultimately, you’re looking for ways to make your clients happier.
The adoption of cloud solutions will help you accomplish the goal.
Cloud document management simplifies collaboration between departments and it also allows the customer service team to share relevant information with clients on the go.
There will be no delays, inconveniences or mistakes. Clients today have started anticipating immediate responses from service providers. You can address inquiries immediately with a cloud-based document management system. The effectiveness and speed both guarantee fast resolution of key issues and higher customer satisfaction.
Grow and Scale Effortlessly
Cloud-based solutions rank among those ensuring the most effortless scalability.
Your business isn’t a static entity. It will grow and evolve throughout its lifespan. This is why the solutions you employ today aren’t necessarily going to be practical in a few months or years.
A cloud-based document management system allows for easy scalability with no downtime. Your archive will grow and change to address current business realities. You can upgrade or downgrade without having to interrupt important processes. Also, cloud-based system scaling is much more affordable than having to buy new hardware.
In essence, cloud-based systems give you flexibility and convenience. They can grow with your business, integrate with other solutions, and become customized through the creation of business-specific workflows.
Cloud-based document management system adoption is effortless. Don’t worry about making the switch. Your employees will get used to the new solution quickly because of its intuitiveness and user-friendly characteristics.