5 Reasons to Switch to a Cloud Document Management System
Cloud computing has been around for quite some time now, and since the beginning, the general consumer has been integrating the Cloud into their everyday lives. We use Cloud computing on our smartphones, laptops, and even when banking online. Recently, with Cloud computing rapidly injecting itself into the lives of so many, companies too are beginning to adopt Cloud document management and workflow systems to manage their operations.
What does Cloud document management mean?
- No IT infrastructure to maintain
- Lower costs
- Improved security and scalability
- Greater collaboration and accessibility.
No IT Infrastructure
Where the Cloud document management provider is providing a private Cloud or SaaS solution, the vendor is responsible for configuring and maintaining the IT infrastructure. This should include keeping the system up-to-date through patches and ensuring contemporary equipment is being supplied.
In addition, the vendor should ensure the highest level of infrastructure security, from access control to intrusion control, to malware and anti-virus protection, and overall hacking monitoring and reporting.
Lower Costs
One of the major benefits of Cloud computing is cost-reduction. Most vendors can purchase and manage IT infrastructure less expensively than corporations can. But more importantly, by using SaaS models, software can be deployed over large customer bases and thus allocating operating and development costs over all the customers. Many vendors have also moved to subscription-based pricing models that, in the short term (three to four years) are less expensive than the purchase of perpetual licenses.
Improved Security
For numerous reasons, storing data in the Cloud is typically safer than storing data on a corporate server. When you store data on a corporate server, you leave your information vulnerable not only to the typical hacker and social engineering threats but also to the threat of physical theft. If your company’s data is stored on a laptop or desktop computer, employees can walk literally out the door with your information. Fortunately, with Cloud data storage, you have less need to worry about protecting your physical assets, and can spend more time focusing on protecting your confidential files and documents.
Improved Scalability
Unlike traditional document management systems, Cloud document management allows organizations to be able to respond quickly for unanticipated growth and prevents them from having to purchase and maintain additional servers, storage, and licenses that may, or may not, be needed in the future. All this can be done in the Cloud, alleviating the burden from your organization and handing it off to your document management system provider.
Accessibility
More than ever, people are working from home, which has presented numerous challenges for firms and their IT departments. With a Cloud document management system, employees can access files securely from any location without needing a VPN. Even better, Cloud document management systems like ImageSite don’t require client software, allowing users to access their files using their web browser on operating systems like Windows, MacOS, and even Linux using laptops, tablets, and smartphones.
Collaboration
In the engineering disciplines, drawings and documents aren’t typically handled in a single location. In AEC (architecture, engineering, and construction) and the manufacturing industries, it is often that documents are managed on-site or on the production floor. Since Cloud document management systems can be accessed on mobile devices, engineers now can communicate directly with suppliers or downstream contractors in real-time, improving collaboration and ultimately efficiency.
What solution is right for us?
While there is certainly an abundance of options on the market, few Cloud document management providers carry with them the experience that eQuorum has gained over the last 25 years. Unlike some other out-of-the-box solutions, Engine-Box is highly configurable and allows document controllers and IT administrators to tailor their system to the specific needs and preferences of their organization. In addition, eQuorum offers a variety of licensing options, including SaaS (Software-as-a-Service), which can save your organization tens of thousands of dollars and be implemented exceptionally quickly.
Further Reading: What is a Document Management System?
Additional EDMS Features
Our EDMS Solutions
ImageSite and Engine-Box (the Cloud version of ImageSite) are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
ImageSite®
Our single source engineering workflow and document management system. Built in HTML5 so there is no software to deploy to client computers or mobile apps to download. Offered as an On-premise or Private Cloud system.
Our EDMS Solutions
ImageSite and Engine-Box (the Cloud version of ImageSite) are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
Engine-Box™
Engine-Box is a cloud based workflow and document management version of ImageSite that resides outside the corporate network.
The eQuorum Customer Promise
In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option. We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.
With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.
Resources
eQuorum®
We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.