With the constantly increasing demand of organized document management, most of the businesses take keen interest in investing in document management software. Since the cloud has become a predominant phenomenon over the past few years, nowadays the popularity of DMS that are based in cloud has shoot up. Since premise based document management solutions are not exactly what organizations have been looking for since years, the cloud based DMS has proved to be the perfect solution. These often act as complete office automation platform as the users can automate the different business processes using these software. The most amazing feature of these solutions is that these help perform a host of actions including storing, capturing, retrieving, indexing, securitizing and sharing documents.
In the present scenario, there are many standard cloud based options that help in document management. Quite interestingly these DMS on cloud offer more advantages as compared to the premise based models. If you are planning to invest in a high end software like this, but not too sure about its exact benefits, here is a list, mentioning all the key benefits of a cloud based document management solution –
- Fast and easy deployment – Since cloud based document management solutions can be accessed like a SaaS (Software as a Service), the users just need a simple web browser and an uninterrupted internet connection to operate this. This ensures very minimum input is required from the client’s end. They don’t need to install the software, configure the firewalls, or set up the back-ups. With a cloud based DMS, enterprises can also enjoy the flexibility to upgrade or customize the solution according to their requirement.
- Significant cost savings – It’s quite a well-accepted fact that disk space, servers and new computers are costly, and this is where using a cloud based DMS proves to be of great help. These solutions use the existing equipment of an enterprise, and thus eliminate the need of complex onsite architectures or high powered servers. Moreover, the monthly rent for a cloud based DMS is quite less than the costs that are associated with the conventional premise based solutions. Server upgrades, security infrastructure, server maintenance, uninterrupted power supplies and operating system upgrades are the different areas in which the users need to invest in while working with a premise based solution.
- Improved accessibility – One of the most interesting benefits of investing in a cloud based DMS is that it ensures way better accessibility as compared to the premise oriented software. Since cloud is available anytime and anywhere, clients can access the files stored in the DMS whenever needed. The process of collaboration and document sharing becomes way easier and more accurate with a DMS that is based in cloud. There are many high end cloud based solutions that allow advance features like metadata tagging, fast document retrieval, check in & check out, version control and content search. These features help refer to the documents as and when needed.
These are some of the most notable benefits of a cloud based document management solution.