5 Reasons To Switch to a Cloud Document Management System
5 Reasons To Switch to a Cloud Document Management System
Cloud computing has been around for some time now and since sparked debates as to whether companies should continue using on-premise document management systems or make the switch to a Cloud EDMS. There are many advantages to using an on-premise document management system, however, Cloud systems offer some additional advantages.
The way users interact with their engineering document management systems has changed in the past few years, as expeditious innovations have fueled the demand for systems that can better handle the logistics of document management and produce needed information quickly from almost any location. In addition, companies are taking a more collaborative approach to engineering and design, as modern systems help them achieve new levels of efficiency and productivity while allowing them to maintain a reasonable return on investment.
In this blog we will cover 5 reasons to switch to a cloud document management system:
Mobile accessibility
In the age of rapid globalization and increasing telecommuting, it’s more important than ever that workers can connect remotely. On-premise solutions enable workers to connect by sharing files and documents directly within their corporate network but may require the use of a Virtual Private Network (VPN). In contrast, a Cloud-based EDMS using HTML is accessible on any mobile device, regardless of a system user’s location. If an employee has access to the Internet, then they have access to a Cloud document management system.
Mobile accessibility is particularly useful when dealing with clients and downstream contractors. Especially those without the software needed to view and edit files with proprietary formats, such as CAD files. Since a Cloud system can be accessed on mobile devices (e.g., tablets, smartphones, and laptops) with just the device’s web browser, collaboration is easy, and users can communicate changes in real time without needing to download software or mobile apps.
Reduced cost
While there are certainly benefits to implementing an on-premise solution, one of the benefits of a cloud-based engineering document management system is the ability to reduce cost, while providing users with the same functionality. Cloud computing can reduce overall IT spending significantly, as it eliminates the need for servers, disk space, and new computers and for IT management of those assets. Unlike on-premise systems, Cloud systems use the EDMS provider’s resources, including high-powered servers and complex architectures.
Powerful security
Moving to a Cloud document management system doesn’t mean sacrificing the security of your files and documents. Conversely, it usually means a significant upgrading of security. Cloud document management systems like EngineBox, eQuorum’s Cloud version of ImageSite, use commercial-grade security provided by Amazon Web Services (AWS). Amazon Web Services provides companies with complete control over files and documents by automating valuable security tasks. It is one of the most flexible and secure Cloud computing environments available and has even been adopted by the U.S. Government and the Military.
Compliance
A Cloud document management system uses its robust server and storage capabilities to ensure compliance with some of the most stringent regulations. Organizations such as The National Institute of Standards and Technology (NIST) promote innovation and competitiveness by providing companies dealing with the government with standards for best security practices. (NIST security standards are considered the defacto standards for IT security for many industries.) EngineBox meets standards such as all 14 Security Categories specified in NIST SP 800-171, so much in fact that NIST themselves trust eQuorum to handle their files and documents.
NIST urges organizations to employ “least privilege” for specific duties, meaning that processes don’t operate at levels higher than necessary to complete an organization’s mission. EngineBox provides enterprises with multi-level control over which employees can access files, the capabilities of each user in relation to a file, and audit trails of actions taken. This functionality isn’t exclusive to Cloud systems; however, it is certainly good to know that they can secure files much in the same way on-premise solutions can.
Scalability
As your business grows, your document management system must grow too. While on-premise solutions are capable of scaling, a Cloud system makes it incredibly easy to manage growth and the profusion of files that come with it. It is easily scalable in terms of servers, the number of processors, processor speed, and the amount of storage available within the system since Cloud system providers don’t require clients to manage their servers.
Cloud EDMS Features
Our EDMS solutions
ImageSite and EngineBox 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.
EngineBox™
EngineBox 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.