5 Reasons To Turn To A Cloud Document Management System

It’s hardly surprising that security and accessibility are two of the most critical elements in a document storage system.  But while many businesses look to digital document storage on in-house servers to achieve both, Cloud Document Management Systems can provide even greater benefits. So, what are the advantages of adopting a Cloud DMS?

Today’s working world has embraced remote working more than ever. Although the attributes have been clear to see for almost a decade, the impact of the coronavirus pandemic made working from home necessary, not simply preferred.

As a result, there has been a dramatic move towards a cloud-enabled working infrastructure, one that ensures operational efficiency and data security while driving competitiveness in this new working reality.

In fact, according to the Cloud Computing Survey, carried out by IDG and involving over 500 IP professionals, some 92% of organisations have an IT environment at least somewhat in the Cloud, with just 8% having theirs fully on-premises. Also, 81% of organisations have at least one application in their computing infrastructure in the cloud – up from 73% in 2018.

The reason why more businesses are now turning to Cloud DMS because of the distinctive benefits that it offers, not least that they allow these enterprises to store, analyse and track electronic files and folders.

5 Key Reasons To Use A Cloud DMS

1. Cuts Costs

The most obvious difference that a Cloud Document Management System presents is the fact it saves space. After all, digital files don’t need filing cabinets! But the most significant savings go beyond these simple equipment costs. On-site digital storage requires considerable upfront capital investment in the form of servers, while an Aberdeen Group study found that businesses which used the cloud were able to resolve issues in an average of 2.1 hours, nearly four times faster than businesses that didn’t use the cloud.

2. Greater Data Security

In their State Of Ransomware report, Sophos revealed that 51% of organizations suffered a ransomware attack in 2019, with 73% of cases involving encrypted data that organizations had to pay to have decrypted (26% paid).

Cloud DMS have a greater resilience to such attacks because they are protected by multiple layers of high-level data security technology. Anti-malware, anti-phishing and anti-hacking software ensure excellent protection, but Cloud services also typically have built-in firewalls, the use of AI tools and encryption, making it extremely difficult for breaches to occur.

3. Safe Multi-User Access

As part of their data protection features, Cloud DMS providers restricts access to stored documents and data to only authorised individuals. This means that only the employees a company approves can retrieve and read the digital documents stored. However, it also makes collaboration possible between multiple approved users at any time and via any device, be it a laptop, ipad or smart phone.

4. Facilitates Scalability

As already mentioned, storing documents on-site requires dedicated physical space in the office. This means that storage space can be limited, and when operations scale upwards pressure for space grows. A scalable cloud DMS solves that problem because it can easily facilitate that upward scalability in the digital storage space, providing the resources necessarily without any disruption to operations.

5. Simple Integration

With the modern organisations making use of many different software, platforms and technological services, integration is an essential part of maximising operational efficiency. A top-level Cloud DMS is able to integrate seamlessly with third-party apps and software, like email support, workflow management software and other utility software. This saves on time, on infrastructural expenses and document management efficiency.

If you would like to talk to a Kefron’s team member about our Document Management Solutions, click here.