Cloud-based document management software lets you and your staff access your documents anywhere if you have an Internet connection. It’s more convenient, cost-effective, and secure than traditional systems. Your staff can work from wherever suits them best, and your documents won’t be lost if a computer fails or something happens to your office.
Going cloud-based has a range of benefits
While cloud-based document management might be a new concept to some of your staff, the benefits will be well worth the change.
Going cloud-based can significantly reduce costs compared to using your own hard drives and servers. It provides unlimited storage and means you don’t have to worry about maintaining hardware. Your monthly subscription will be less than the cost of maintaining a traditional server setup.
Get better accessibility
With remote working becoming more popular, being able to access your documents from anywhere, at any time, is essential. Using cloud-based software means you only need an Internet connection to manage your documents from anywhere in the world.
Collaborate with ease
Waiting for documents to be passed around from reviewer to reviewer is a thing of the past. Cloud-based software means you can collaborate together in real time. Improve the productivity of your business by ensuring your team can efficiently make edits, add comments, and share drafts.
Enjoy the comfort of strong security
Security and privacy are often a concern for small business owners. Traditional systems can require regular security updates at an extra cost. Cloud-based systems offer top-level security, preventing anyone from accessing your documents without login credentials.
Ditch the IT support
You won’t need your own IT support because you’ll have access to the software’s full-time IT team. They oversee regular updates and solve any issues you have.
Be kinder to the planet
Sharing documents digitally reduces the need to print them, and sharing servers saves energy.
What to look for while choosing document management software
A number of cloud-based options exist for managing documents. Do some research online to see which software would best fit your business. Compare costs, assess features, and consider compatibility with other software you use.
Some examples include:
As there are so many options to choose from, it’s a good idea to narrow down what features you want. Here are some of the most useful.
Ease of use
Only invest in new software if it’s user-friendly — otherwise your employees won’t use it.
An intuitive file structure
The software should offer a file structure that everyone will find easy to understand.
It should be easy to search for particular files or content. Some systems allow you to search within documents, as well as file names.
Restrictions on access
If your documents are sensitive, you can restrict who has access to the software and who can set up or access documents.
A mobile-friendly platform
The amount of people accessing documents through phones will only grow, so you should make sure that your software is mobile-friendly.
Integration with other applications
The software you choose should easily integrate with your other applications, such as emails. Talk to a sales rep to discuss this before committing to specific software.
Printing and scanning
The software should support the printers and scanners you use. This will allow you to digitally store important paper documents without needing to keep the physical copies.
Want to know more?
More about moving to the cloud: An overview of cloud computing
Feel free to get in touch with the Digital Journey team at firstname.lastname@example.org with any questions you may have!
By Stuart Dillon-Roberts