Why Businesses Are Moving to Cloud Document Management

The Increase in Digital Document Strategies May Blog 2

If there’s one thing all businesses have in common, it’s documents. Regardless of what industry you operate in, we all use documents for a variety of purposes. However, some companies manage their documents manually, while others manage them through the cloud. In this blog, we’re going to discuss cloud document management and why a growing number of companies are switching to it.

What Is Cloud Document Management?

Imagine that you’re working on a project and there’s a PDF you need that has the instructions. You open up a folder on your computer only to find a large group of similar PDFs. Finding the PDF you need in this folder would be like finding a needle in a haystack. Although it’s not impossible, it would still take a long time to find what you’re looking for. 

As a busy person with plenty of other business matters you must attend to, you can’t afford to waste large chunks of your time searching for one document. The time you waste searching through files could be used for more constructive purposes, like finding ways to grow your company. Document management is a solution created to make finding documents faster and easier.

Specifically, document management is the process of storing, tracking, managing, and retrieving electronic documents such as PDFs, word processing files, and digital images of paper-based documents. The goal is to streamline search and retrieval, while also providing document security, access control, and centralized storage. Cloud document management accomplishes that same mission, but it’s done a little differently. 

Instead of being a local solution, cloud document management uses the internet for your file organization, editing, and storage needs. Since this form of document management uses the cloud, your employees can access the document management tools from wherever they are and on any device. As an extra benefit, if an employee needs to revise, approve, or send a record, the automated document software can send notifications.

What Digital Document Management Solutions Solve

Document management has greatly improved since the days when we would keep everything in file cabinets. But the rate at which we create documents today, document management is not enough. Cloud document management was created to solve the challenges of managing documents. Some of these challenges include:

  • Lost Files: It’s not uncommon for someone to accidentally misname or lose a file entirely. With a non-internet connected solution, this often led to the need to recreate the document from scratch.
  • Inadequate Security: It may not be the case for every document you create, but a lot of your company’s files likely contain some sensitive information. Regular document management doesn’t offer the same level of security as the cloud offers.
  • Lack of Accessibility: If you wanted to establish a hybrid or remote workplace, a local document management system wouldn’t allow your virtual staff to access it.
  • Permission Confusion: Some of your files are going to contain information that only a select number of people should be authorized to see. Cloud document management allows you to avoid having to figure out who has permission and who doesn’t.

What Are the Benefits of Cloud Document Management?

A cloud document management system sorts your documents neatly so they can be quickly retrieved whenever you need them. Any document in the system can be accessed and edited from anywhere, with all the changes and who made them recorded in the document’s history. By streamlining this process, cloud document management provides a variety of benefits like:

  • Reduced Physical Storage: If you have cloud-based secure document storage, then you can store your files digitally. This means there’s a reduced need for physical storage options like file cabinets, boxes, and physical storage space.
  • Better Security: Cloud document management gives you more control over digital document security. Whatever document is stored in your system can have its access controlled by department or individual.
  • Enhanced Collaboration: Cloud document management systems encourage collaboration by allowing multiple people to work on the same file at the same time. It can also track each change made to the document.
  • Easy Compliance: If information isn’t handled securely, you could be forced to pay fines or be subject to criminal liability. A cloud management system can help your business meet regulatory standards.
  • Task Automation: A lot of manual document management processes are tedious and can lead to delays, errors, and increased costs. With cloud solutions, you can automate tasks to eliminate human error, save time, and reduce costs.
  • Better User Experience: When you need information, you can use metadata (data that provides information on other data) to quickly find and access the document you’re looking for.
  • More Flexibility: The cloud enables your management tool to be used outside of your workplace. As a result, your employees have the freedom to work from anywhere.
  • Enhanced Business Continuity: Most cloud document management systems incorporate a data backup and recovery plan. So if a disaster were to occur, your data would remain safe.
  • More Productivity: Having centralized storage, search tools that allow you to find documents quickly, and task automation means you waste less time on searching. With that extra time, you can focus on growing your business.

Find a Better Way To Manage Your Documents

If you need a better way to handle your files, look no further than The Millennium Group. We can help you implement a feature-rich cloud document management system. Experience all of the benefits this solution has to offer. As your partner, we can train your staff on how to use the tool so you can hit the ground running. Let us show you how cloud document management can enhance your business.

Contact us today to learn more.