The average company produces lots of documents and other content each day. This can include emails, forms, text files, invoices, quotations, reports, working drawings and more. These documents contain confidential information and are usually business sensitive. You aren’t likely to want them falling into the inappropriate hands.
By storing your valuable documents in the cloud, you can minimize the risk. Most providers offer high-level data security, which includes encryption of data in transit and when in storage. This adds an additional layer of security. In addition, many businesses use an additional backup system to keep the information of customers safe in the event that the cloud server fails or a disaster damages paper records.
Another advantage of cloud document management systems is that they help save in-house IT support resources because the service provider handles the infrastructure for you. This lets your team focus on the more important aspects of your business and reduces the need to upgrade and maintain expensive hardware.
Cloud document management software also offers advantages such as automated notifications with security options based on roles and speedy search capabilities. This means that less time is spent doing the manual transfer of paper documents from one employee to another and the system helps your employees locate documents quickly. This decreases errors such as saving a document to the wrong client folder or removing vital documents because they weren’t stored correctly.