Gone are the days, when you had to dig into a pile of files and papers to scour an important document, with the evolving technology, there are effective ways of creating, managing and organizing documents. Documents, in general, hold significant importance for businesses, irrespective of the industry in which they are working.

Therefore, it is important for businesses to have an efficient document management system to maintain the smooth running of their business. And with the cloud-based management system managing documents become even more efficient. In this post, we will be discussing cloud based document management and the benefits it brings to the business.

What Is Cloud Document Management?

Cloud document management is an efficient way of accessing documents from multiple locations. It is mostly used in organizations to manage and access the documents easily. Whether it is speeding up the workflow, or keeping track of the important documents, a Cloud Document Management System makes it much easier. With cloud document management, you not only get the accessibility but also it enables you to save on the hardware or software installation.

Let’s see what benefits cloud-based document management system bring for the organizations.

Ensure Improved Security

Using file cabinets not only take up the valuable office space, but it is easy to break into them and steal the information. Cloud Document Management System (DMS) enables you to add several layers of security to each file and document that you have in your system. This includes individual & role-based security. For instance, you can set the permission level for a specific team to read, write, modify or delete the documents or the details it has while. Users without the assigned permissions won’t be able to access your files.

A good DMS also comes with a tracking history which allows you to monitor who has accessed your documents and when. Also, the version control can preserve the original document for later retrieval, if it is required. Thus, a cloud DMS allows you to meet your business’ compliance requirements by securing the folders containing sensitive information regarding your employees, clients, financial records, etc.

Central Document Repository

Depending on the size of your business & the amount of paperwork you produce, for storing your documents, you may require a large amount of space. Such large storage space can make it difficult for you & your staff to find the documents that you need. This is where cloud-based document management system helps.

These cloud DMS can make your document retrieval more convenient as it allows you to set up a central repository, where you & your employees can access your files & documents from any location. Storing your files in a cloud-based system will also alleviate the need to use cabinets, freeing up more space for other purposes.

Integration and Improved Workflow

Could document management system provide a simple interface that enables you & your employees to retrieve your files from your company’s intranet whether they are in the office or travelling on business. You & your staff can even use this interface to collaborate with other employees worldwide. Other features of cloud DMS may include document routing for coding, which is the ability to send documents with workflows, conduct document audits, create & capture forms and more.

This software integrates with other business applications in order to provide a seamless workflow. Many of these software programs can be customized as per your business needs. In addition to this, various DMS will also help you with high-volume scanning, document indexing, PDF electronic form creation, etc.