Cloud based document management system is an electronic filing cabinet which provides a framework for storing and organizing digital paper documents. The system is linked to scanners that convert documents into their digital versions. Search engines allow for quick access of these documents. Cloud document management software allows the access of documents from remote locations. There are a number of things that one needs to know when considering the use of such software.
There are several advantages and disadvantages of using these systems. One of the main advantages is the fact that access of the files is better than that of paper based files. The filing systems with document management systems (DMS) is well organized, requires less space and is more effective. The main disadvantage is the exposure of files to security risks. Securing documents that are stored on this platform takes this quite costly.
Ease of use is one of the most important things you need to bear in mind when choosing a document management service provider. The idea of cloud based storage systems is to ensure that files can be accessed with ease by any one that is authorized to do so. If the task is too technical, special training may be needed which is an extra cost to the organization. The system should also make it possible to restrict access for files.
One of the measures that can be undertaken to secure files is to monitor all the persons using the system. This can be easily done from a central location. A log that can be retrieved in future should be generated so as to track security breaches whenever they occur. Private and confidential files can be protected by passwords.
The cost of adopting the technology has also influenced, to a great extent, its uptake. The cost will vary depending on the pricing model of the service provider. In some cases, only a single payment is required while in other cases, payments have to be made on a regular basis as subscription. The cost of bandwidth forms the greatest contribution of the overall cost of this service.
The creation of systems that can be utilized by mobile devices has gone a long way into guaranteeing cloud based file storage future growth. There is every indication that these systems will be a necessity at individual and institutional level. It is now possible to use the mobile devices in uploading, editing and retrieving files using this technology.
Cloud integration should be included in the management system to optimize on the benefits of this system. Various application programs can be configured so that they can be used to access and modify data shared via the technology. For example, documents can be converted from one format to another depending on the intended use.
Paper documents are associated with numerous problems. They occupy a lot of storage space and often require a lot of time to access. Both of these problems may mean that an organization spends more on file storage and retrieval. With the advent of cloud file storage, these problems appear to have been solved once and for all. The systems have made it possible to store and retrieve information efficiently, more securely and at minimal cost.
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Bulk Scanning Services he recommends you check out www.docufree.com.
Author: Loris F. AndersThis author has published 3 articles so far.