There is a new demand to get office networks off the ground and into the cloud. The move to a hosted file management system can provide an opportunity for companies to put their house in order with respect to cluttered server folders, inconsistent record keeping, and inefficient or confused workflow procedures.
Below are additional benefits companies can realize by transitioning to cloud-based document management:
Convenient online access to all company documents from any location
Cloud access makes sense for today’s laptop-equipped employees, who can retrieve any business document from home, while waiting for a flight, or while in a meeting at a client’s office. Similarly, organizations with multiple office locations can share data from a single repository, rather than from separate, unrelated systems and folders. While some on-premise document management solutions offer remote access capabilities, accessing via the cloud simplifies network and firewall configurations and leverages the infrastructure of established cloud platforms with added redundancy and better geographic coverage.
Freedom from the responsibilities of server ownership
Operating servers requires monitoring, maintenance, and administration, as well as expert troubleshooting when a server goes down. Companies that leverage cloud solutions are liberated from not only the initial costs of buying dedicated hardware and software, but also from unpredictable costs of ownership.
No capital expenditures
Hosted storage and software services are classified as operating expenses, while in-house servers and software licenses are categorized as assets (which depreciate and require eventual replacement). Companies pay for hosted services much like they do utility bills. This accounting re-categorization enables companies to maintain their capital budgets for other projects.
While in-office servers typically have limited or no redundancy, which in the event of a failure can lead to downtime that stalls work progress, cloud systems deliver an average uptime of 99.97%. Cloud vendors store data on massive state-of-the-art servers and continually cycle storage through reserve systems.
Better protection against data loss
Laptops can be lost, hard drives can fail, and servers can crash. Storing and managing information in the cloud protects companies against accidents that can occur to physical devices. The service provider provides significantly better fault tolerance and performs backup of cloud content regularly.
Seamless scalability for future needs
If more storage capacity is needed, the organization simply pays the vendor for additional capacity, rather than purchasing additional licenses and servers. Conversely, if work is cut back resulting in a subscriber having fewer users, the monthly fee goes down — making cloud-based document management more responsive to business cycles than on-premise systems.
In the new M-Files white paper, Document Management in the Cloud: Storing and Organizing Files and Records in a Hosted Environment, we discuss how organizations large and small are considering a transition from on-premise systems for storing and organizing their business documents and information to cloud-based document management solutions.