Benefits of Cloud Document Management During COVID-19
The advent of COVID 19 during 2020 has changed everything! Every business is learning to adapt to the continual challenges this pandemic brings. One of the outcomes is that the ‘office’ as we knew it, is likely to have changed forever! A new dawn is emerging where small and medium sized businesses are learning they...
The advent of COVID 19 during 2020 has changed everything! Every business is learning to adapt to the continual challenges this pandemic brings. One of the outcomes is that the ‘office’ as we knew it, is likely to have changed forever! A new dawn is emerging where small and medium sized businesses are learning they need to be flexible. Remote working may have been the new norm but now, agility is required, the ability to adapt quickly so business is not interrupted or curtailed! If they have not done so already, small businesses can take stock and should take some time to re-evaluate and make changes to their infrastructure, that will give them the flexibility that will allow them to operate efficiently and effectively as the effects of the COVID 19 pandemic continues to change the way we think and work!
So, if your business is still maintaining costly in-house servers or bulky desktop computers that are not moved easily or accessed remotely, then consider signing up to the most useful cloud storage and software services, and replace your old cumbersome computers for mobile laptop computers for you and your staff!
One of the most useful cloud services you should consider is a Document management system. A DMS will provide you with a centralised cloud storage system that is accessible to everyone irrespective of if they are at home or in the office! A DMS makes it easy to navigate your filing structures and helps you find documents effortlessly.
Here are some of the key reasons why you should consider switching to a cloud-based Document Management System:
• Centralised location
All documents are stored on the cloud and are easily and quickly accessed from anywhere. There is no need to access you company’s network using a VPN that is likely to slow down progress and access to any remaining internal systems. All you need is a computer with an Internet connection; just launch a web-browser, then login and all your documents are there. Search, upload, and share documents from the web browser or desktop-cloud DMS applications.
• Controlled access
A document management system will allow you to design your own filing structure and allow you to decide how users can access documents and information in the system. A cloud-based document management solution will also offer added protection to your business documents and information from unintended amendment or deletion.
• Collaborate and create
Upload documents to share and collaborate online with colleagues. When there are documents that are changed frequently, manage document changes with versioning features that are included; you always have the option to roll back to an older version if modifications are not correct!
• Sharing documents securely
A DMS will offer you direct access features so that you can switch on https://links or protected URLs, so they can be shared with clients. Clients can then view and download individual documents on demand. Access to these links can be revoked easily. You can also extend functionality and control whether a recipient can just see the document or make changes to it. The IP address, time and email are recorded and added to a documents individual audit trail.
• Automate workflow
A DMS allows you to automate your general document workflow by automatically forwarding documents to your team, based on your filing index pattern. With a DMS incorporating AI techniques, you can additionally automate file indexing by utilising keywords and e-mail address.
Many businesses have and will continue to be affected by the pandemic. The effects of COVID 19: lockdowns, mandatory quarantines and changes to social distancing rules, are unlikely to abate and will continue to disrupt! The effects on small and medium sized businesses can be extreme! Now more than ever, small and medium sized firms need to be able to implement solutions that will deliver the agility that their businesses need! Without doubt, one of these will be a document management system, providing remote access to business files, maintaining structure of the business, and its practices and processes.
Contact us for a free demonstration!