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.
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.
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.
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.
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.
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?