There were days when we had to dunk into the lump of papers to get some document. In offices, we had to manage a large collection of files engaging a lot of work space and people to do the job. Well, the time’s changed and brought in effective ways to create, organize, manage and disseminate documents. Computers came first, then the internet and now we have cloud based document management.
Here are the most important reasons for why business organizations should use cloud based document management system:
1. Access files from anywhere
As long as you have access to internet, you and your team can access the documents anytime anywhere. This simply means you don’t have to carry it back to home or walk early to the office next morning if you need to access a document. You have all of it in a cloud setup which can be easily accessed from anywhere.
2. Better security and protection
There is nothing physical about your document and everything is safely stored and backed-up online. This means you don’t have to worry for it to get damaged or destroyed in any form. In cloud based document management system, all your files are safely stored and permission to access them is limited to only the authorized users. This way it offers the safety you need, reducing the risk of breach in security to great extent.
3. More free space in the office
Remember the sight of office rooms back in 1980’s? We used to see a huge lump of files piled up across the premises all messed up and overflowing with papers all around. With cloud, the entire idea of documentation is changed. Now, you get to work in a more organized and clutter-free environment which allows you more free space in the office. Even better, when you have a lot of productive work to do in a limited space!
4. Easier to share and distribute documents
Just by granting access to the cloud storage, you can share your documents with your staff and clients. This means it saves you time and effort for attaching the files and sending it across. You can also set-up filters for limiting or regulating the access to a certain user depending on their user category. This makes sense when document versions keep updating quite regularly.
5. It’s environment friendly
The most immediate and apparent benefit of managing your docs this way is it saves paper and is a greener approach towards documentation. No printing and stationery further makes it best to be used from environmental perspective.
6. Saves time and money
You can’t just type and search for a document stored physically. That says all! For the money part, reduced use of electricity and no printing expenses relieves you from a lot of operational cost. You need less space and fewer resources to work with when you have no stored hard-copies of documents with you.
7. Improves productivity
You don’t need to arrange for different things to be used to work on documents. Plus, you don’t have to invest your time on peripheral activities like transferring, downloading, attaching or scrutiny of documents. You have all the records in one place to be used in a single standard format. All you need to do is pass it on to another user over the same platform. This reduces the need for unnecessary activities and improves productivity to great limits.
All these points deliver enough reasons for a business to consider cloud based document management. Not just to have an effective and resourceful option to handle and process documents but also to acquire something that redefines record-keeping and documented communication. Cloud is the home for modern documentation, rehabilitation for the conventional documentation system we follow for centuries. All we need to do is own it and drive anew full heartedly – with the amazing cloud based documentation.