Why Your Organization Needs Cloud Document Management System

Of late, the corporate world has seen a shift towards new practices such as cloud document management systems. With the rapid advancements that are being made in the field of data storage and sharing, it is not surprising that almost every firm heavily reliant on data has some sort of document management system that is based on the cloud system integrated internally. 

From HR to accounts, everyone needs an efficient document management system to work with at an organization. 

However, many organizations still remain unconvinced of shifting away from the traditional forms of data filing and storage, and despite having instated cloud management in some capacity, remain apprehensive of a fully-fledged modern age cloud system and its possibilities. 

If you are wondering whether your firm ranks among such companies, then it would be helpful to make note of the following five signs that indicate your firm’s need for a new cloud document management system:

1.    When you are unable to work remotely either completely or partially

Today, work involves a fairly high degree of travel. Therefore, it is important that your employees, who work long hours away from the office on often in transit, face no issue in connecting and working remotely. If your cloud system’ capabilities are restricted to only accessing email or a frustrating route to accessing personal drives remotely, then you need to rethink.

2.    When your data security measures have been found wanting

Run-of-the-mill document management systems while being highly accessible and functional, often remain susceptible to data security threats, leaks, and cybersecurity hacks. If all these occurrences are all too common, then it necessitates a shift towards more robust and secure cloud document management systems.

3.    When document search becomes a tedious and time-consuming process

Regain control of lost files and inaccessible data with the help of cloud document management systems that allow you supreme filing, segregation, search, storage, and retrieval facilities. 

4.    When employees begin to use their own cloud systems in place of the one you have installed

If your cloud solution is not proper and has limited reading, sharing, storage, and editing capabilities for data and documents, then don’t be surprised if a lot the employees switch to easily available cloud storage options in the market. This is a less than ideal situation for your organization since the security threats with such unauthenticated storage of data might fall into the wrong hands easily. Opting for a comprehensive cloud solution will allow your employees to work with a fair degree of freedom and confidence.

5.    When you are unable to collaborate with clients and fellow employees on shared documents effectively

An intelligent cloud document management system helps employees collaborate better and keep track of changes and amendments in real-time. Anything less than that, and your organization is bound to lose out on productivity.

Additionally, if your company doesn’t have a cloud document management system in place, and if you’re wondering when would be the right time to make the switch, then look for the following opportunities to pop up: the beginning of a fiscal quarter; relocation of the office premises; after an initial testing of the cloud system which can later be scaled up quite easily; and when you sense your company is on the verge of a major data failure or breakdown.