The average company creates many documents and other content each day. These might include emails, documents, forms, invoices, quotes, reports, working drawings and images, among others. These documents contain confidential information and are often considered to be business sensitive. You do not want them to fall into the inappropriate hands.
Utilizing a cloud-based document management system can help you to avoid this risk by storing these important documents safely in the cloud. The majority of providers provide a high level of data protection and encryption for data that is in transit as well as at rest, which adds an extra layer of security. Furthermore, many companies use backup systems that are redundant to ensure that the information of their customers secure in the event that the cloud server fails, or a natural disaster destroys paper records.
Another advantage of cloud document management systems is that they reduce in-house IT support resources because the service provider handles the infrastructure for you. This allows your team focus on the most important aspects of your business and reduces the requirement to maintain and upgrade expensive hardware.
Cloud document management systems also provide advantages like automated notifications as well as security options based on role and rapid search functionality. This means that less time is wasted handing out paper documents one employee to another, and the system assists your employees locate documents quickly. This helps reduce errors caused by saving documents in the wrong folder for clients or missing important documents because they were not properly filed.