Why Move To A Cloud Document Management System?
With Cloud Document Management uptake on the rise, we took some time to explore some of the key benefits of managing your documents in the cloud.
The topic of cloud migration is one that businesses of all sizes have become quite familiar with in recent years. Migrating to the cloud has proved to provide many benefits to organisations across many different areas. One system critical to all business operations is a document management system. Documents are an essential part of work for many businesses and the systems that manage them should not hinder employee productivity but help employees work to their full potential.
The Covid-19 crisis has accelerated cloud migration for many businesses, particularly in relation to its advantages in facilitating remote working. According to Flexera, around 29% of large enterprises and 37% of SMBs slightly used higher cloud usage services than planned because of COVID-19. Now appears to be a good time for businesses to consider migrating to a cloud document management system to help future-proof their business to help address current and future needs. Below we explore some of the compelling benefits of a cloud document management system.
On-premise infrastructures always require an upfront initial capital investment as well as ongoing maintenance costs. Using a cloud-based document management system uses the existing equipment a business has while removing the need for high powered servers and complex architecture. Cloud document management usually requires a monthly subscription fee which in turn is often much less than any repair or maintenance fees associated with on-premise systems.
Easy scalability is one of the top benefits of the cloud. An increase in the document volume of an organisation will lead to an increase in infrastructure capacity in an on-premise system which can become extra work for IT. A scalable cloud document management system allows you to easily scale up and down at any time in line with business needs.
Security & Compliance
Opting to store documents in the cloud can offer multiple layers of security which sometimes cannot be matched to an on-premise system for example restricting access to documents with passwords and specific permissions. Cloud systems are also powered by reliable backup and recovery models. Cloud-based document management can also improve compliance across an organisation with reliable audit trails.
Less IT Support
Moving to a cloud-based document management system reduces the burden on internal IT Teams greatly. Reducing the need for in-house server upgrades, repairs, maintenance, licensing and back-ups can help free up time for the IT team to focus on other tasks that support the organisation’s growth.
The cloud allows for easier accessibility for employees regardless of location which makes remote and hybrid working easier. Collaboration also becomes easier using cloud systems with version control features. File-sharing can also be controlled for specific users with the correct permissions gives better control over traditional file-sharing methods.
Integration to Third-Party Apps
Another benefit of a cloud system is its ability to integrate with other applications which will optimise your document management greatly. Useful integration such as Outlook for emails, MS Teams for team collaboration and virtual meetings and Power Apps and Power Automate to automate repetitive tasks in your business processes.
If you would like to learn more about cloud document management, register for our upcoming webinar 'Protecting Your Documents In The Cloud' covering the key security considerations for cloud document management. You can also check out our case study with CIE, who adopted SharePoint as its document management solution.