During our interactions with companies large and small from all over the world and in a wide range of markets about the virtues of cloud-based document management, here’s what we’ve learned: While many organizations are ready to take advantage of the benefits associated with a hosted solution, others are not ready to sacrifice the comfort and familiarity of their on-premise systems.
“Will I still have fast access to my files in a cloud environment?” and “will I have the ability to save documents directly from my CRM or ERP system into the solution?” are examples of questions we often encounter — and these are items every company should consider when evaluating cloud-based document management systems.
Companies that have already invested heavily in on-premise server systems may not feel the need to abandon existing infrastructure, but might find the cloud to be a viable alternative to traditional expansion or upgrades. In cases where organizations add new departments, launch large-scale temporary projects, or otherwise need to quickly expand their data storage or access capabilities, a “hybrid” solution that incorporates both a cloud platform and an on-premise network scheme may provide the most logical approach.
Companies that have made the decision to deploy a cloud-based document management system should conduct a thorough self-assessment before evaluating potential solutions. Consider not only the volume of documents and number of users, but also your specific organizational needs, including the structure of content, permission controls, audit and/or compliance requirements, retention policy, and daily workflow. With clear goals related to what you want to achieve, you can find an offering that best matches your business.
In the new M-Files white paper, Document Management in the Cloud: Storing and Organizing Files and Records in a Hosted Environment, we describe how cloud-based document management eliminates up-front costs for hardware and software resources, reduces IT staff requirements, and offers scalable data storage capacity for future needs. We also discuss considerations that can help you determine whether the time is right for your organization to deploy a hosted file management system.