IT departments are continually assaulted by requests motivated by business requirements and made without regard for available resources.
Legacy software that fails to meet the requirements of a modern organization is frequently to blame for these problems. Outdated content and document management systems are common offenders: updates are difficult and costly, integrations regularly fail, and mobile access is impossible. Why can’t things be simpler?
Cloud-based document management is a significant enabler for any new set of IT requirements. It addresses the critical pain spots that are frequently the root of business process “demands.”
Five ways cloud-based document management software fixes IT operations problems
- Increased business agility
With the cloud, your service provider handles activating new services, adding new users, and setting new workflows. Without investing in new equipment, training new employees, or licensing new software, IT leaders can boost capacity and add capabilities. The cloud service provider handles system upgrades and security patching, relieving IT personnel of these responsibilities. This implies they have more time to devote to high-priority initiatives.
In addition, the entire expense model is inverted, with lighter subscriptions to services classified as operational expenditures rather than capital expenditures. From a strictly financial basis, cloud computing makes a great deal of sense.
- Greater productivity
Untold hours are spent by employees inputting data, searching for information, and emailing documents. This not only halts entire processes, but also offers numerous potential for errors, exceptions, and unnecessary complications.
The rapid deployment, low learning curves, and absence of downtime provided by cloud-based software enable employees, managers, and executives to adopt the new solution with minimal company impact. Your employees may avoid wasting time on manual, repetitive operations and push normal procedures into the background, dealing with data only at critical decision moments.
The absence of paper shuffling and haphazard document storage will be evident to everybody. They will enjoy the productivity advantages resulting from automated workflows that are tailored to individual business requirements and are simple to adapt to changing needs.
- Unrestricted scaling
Cloud-based services are great for organizations of all sizes, regardless of whether their product or service demand is increasing or decreasing. They are essential for any enterprise that values scalability. By using dependable infrastructure backbones such as Microsoft Azure, near-infinite storage, a greater number of users, and additional processing power are immediately accessible.
Without the flexibility provided by cloud-based document management systems, ad hoc ‘workarounds’ may be necessary, which may end up negatively affecting workflow. For instance, if an employee with extensive institutional knowledge quits the organization, a department employee may create their own undocumented manual workflow to replace the void. This temporary solution may make this individual’s job easier, but it disturbs the collaborative flow of those around them. With scalable software, it is simple to add users and assign extra workflow participants, hence avoiding this inefficient scenario.
- Data security management
Security is a top priority for all businesses. Cloud document management systems benefit from active, comprehensive data center security and full user profiles managed by a single system.
Access to workflow and document information is governed by a complicated permissions framework. This allows you to monitor and regulate which employees have access to read, save, process, export, edit, or delete data. As a result, you may structure all of your processes so that your data and papers remain secure and confidential. Using a legally acceptable digital signature, you can also validate the integrity of crucial documents in the workflow.
A solution like Folderit is designed to provide a high level of data security at all times. In addition, Microsoft Azure provides further protection against crypto viruses, ransomware, and other forms of malware. Because Azure has a huge security-focused workforce, the majority of viruses and other cyber threats are already identified. Even a brand-new virus cannot propagate to your company’s other documents, as the malware lacks access to each customer’s data repository.
If you choose cloud-based document management, you will enjoy tremendous peace of mind. The top suppliers of document management utilize redundant data storage to offer a rapid and comprehensive disaster recovery procedure. Even if a cyberattack or natural disaster strikes your organization, your records will be secure and immediately accessible.
- Mobile access
Cloud solutions are about total availability, at any time and from any location – devices, operating systems, and physical location have no bearing on employees’ capacity to complete tasks. Document capture, routing, and approval should all be accessible via a mobile application or mobile interface on a browser.
Once again, business travel is becoming a vital element of working life. You should be able to access all documents, participate in workflows, and store documents immediately from a tablet or smartphone using a mobile application. A mobile application should have the same appearance and feel as the software on a desktop or laptop and should not require additional training.
Start your Digital Transformation today!
Document management encompasses much more than simply archiving and managing papers digitally. It is essentially a system that enables geographically distributed knowledge workers to participate in a digital workflow that streamlines their daily tasks.
Cloud-based document management alleviates these frequent IT issues and enables the IT staff and company owners to achieve success. It enables even the smallest businesses to provide a game-changing experience by providing scalable storage, superior computational power, and industry-leading security.
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