Cloud document management

The advantages of cloud document management

Companies today are generating documents and content at an ever-faster rate1. From email communications and proposals to contracts, invoices, reports, and business analytics, the volume of business documents that workers must manage can be overwhelming. It can take minutes or hours to simply find the right document and make sure it’s the most recent version. And ensuring security and compliance for this expanding collection of content adds a whole new layer of complexity to document management.

A cloud document management solution like M-Files can help. By providing a single view of all documents no matter where they reside – in cloud storage, in on-premises systems, or on user devices – M-Files simplifies digital document management and enables users to find the information they need within seconds. With M-Files, companies can make smart connections across the business while automating critical document workflows and keeping information secure and controlled.

Access the information you need instantly

From creation to disposal, see how M-Files provides a smarter way to manage documents, emails, and all your content.

On-premises vs. cloud document management

While the vast majority of enterprise workloads today are processed with cloud computing and storage2, some organizations nevertheless prefer to manage documents with on-premises solutions.

The case for on-premises solutions

Companies tend to use an on-premises document management system for one of three reasons. Some are tied to legacy software that adequately serves their needs. Others are concerned about security, control, and accessibility of documents in the cloud. And for some organizations, compliance standards require that certain data be kept on premises, making the move to cloud resources more difficult.

The challenge of on-premises document management is the cost and effort required to install, maintain, and update document management technology. Companies with on-premises solutions are also responsible for the security of their stored documents.

The benefits of cloud document management

With a cloud-based solution for document management, companies can shift responsibility for installation, maintenance and updates to a third-party provider. Companies can also avoid the capital expense of purchasing and installing hardware systems for managing and storing documents. And the cloud provider will take on the responsibility for keeping documents secure and backed up.

Additionally, cloud document management makes it easy to scale up or down as needed while paying only for the services and storage consumed.

Hybrid solutions

For companies that prefer to keep some documents on premises, a hybrid solution may be the best choice. By combining the security and control of an on-premises technology with the flexibility and cost savings of cloud document management, a hybrid solution delivers the best of both worlds while also eliminating the need for a costly and time-consuming data migration.

M-Files: a cloud-based solution with flexible deployment

M-Files is a cloud-based intelligent information management platform that helps companies manage their information more effectively no matter where it stored. M-Files offers the flexibility of deployment in the cloud, on premises, or as a hybrid solution. With M-Files, companies can keep established records and legacy content on premises while increasing agility and engagement through cloud-based document management services.

M-Files provides easy, secure integration of cloud systems and on-premises repositories and data. The approach that M-Files uses to manage documents is unlike traditional document management software (DMS). With M-Files, information is stored based on “what” it is, rather than “where” it should reside. Documents stored with M-Files DMS software may live anywhere in the organization – within CRM systems, on network drives, on user devices, within specific applications, or other business systems and repositories.

This unique structure avoids the need to migrate documents to a central repository. It also makes it easy to break down data silos by connecting systems and repositories throughout the organization while giving administrators a single view of all documents on premises and in the cloud.

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How M-Files cloud document management works

With M-Files, you can manage documents and information without investing in additional local server infrastructure and maintenance.

Standardized yet flexible

M-Files is an elastic cloud service that can expand to meet evolving business needs without requiring significant upfront investment.

Reliable cloud service

M-Files cloud instances are managed 24/7 by a professional operations team that is certified for the ISO 27001:2013 standard. Our quality system adheres to the ISO 9001:2015 standard, and we have been certified for SOC2.

Easily scalable

M-Files runs on the Microsoft Azure cloud, a highly scalable and reliable cloud platform. Geographically distributed data centers provide fast service in all continents. The server environment includes all the software and hardware required to accommodate current and future document management challenges.

Strong security

M-Files employs several active security measures within the platform, including encryption of documents at rest and in transit. Multi-factor authentication, dynamic permissions, and dedicated network connections help to keep documents safe.

Self-service capabilities

With M-Files, you have the option of managing your own cloud instead of sending tickets or requests to Cloud Operations. And with our Subscription Management Portal, you can easily administer user accounts and other subscription details.

Customize your M-Files deployment

In addition to deployment in the cloud, on premises, or as a hybrid solution, M-Files provides a variety of other ways to customize your document management technology.

Standard integrations

M-Files offers integrations to standard line of business solutions, legacy ECM solutions, and other archives. Popular tools such as Microsoft Teams or Salesforce can serve as the interface from which to access and manage information in M-Files, meaning workers don’t need to learn a new tool or switch platforms to find the content they need.

Solution templates

Build intelligent information management solutions faster and more easily with solution templates and best practices for use cases across multiple industries, including accounting and law firm document management templates.

Add-ins

Third-party add-ins enable additional use cases and make it easy to configure M-Files to fit your specific needs. From tools for visualizing data to robust editing capabilities, add-ins provide an easy way to customize your M-Files deployment.

Configurations

M-Files is a highly configurable platform that can be easily adapted to specific use cases and requirements.

APIs

M-Files Application Programming Interfaces (APIs) make it simple to build connection to other systems, allowing you to find what you need from where you are.

How M-Files enables efficiency for your business?

Faster search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

Easy collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

Streamlined daily work

Let M-Files suggest tags for your documents and add workflows for faster processing.

Why choose M-Files?

M-Files provides a next-generation intelligent information management platform that helps companies find and use information more effectively. Powered by artificial intelligence technologies, M-Files breaks down data silos by delivering an in-context experience for accessing and leveraging information that resides on any system repository. Workflow automation simplifies document-intensive tasks while minimizing human error and streamlining processes. M-Files strikes the right balance between access and security with advanced permissions and encryption. And with robust processes for information management, M-Files helps to strengthen information governance and compliance. It’s no wonder that thousands of organizations in more than 100 countries manage their business information processes with M-Files.

FAQs

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What is document management?

Document management is the process of organizing, securing, storing, retaining, and managing documents throughout their lifecycles. As the volume of documents that businesses must manage continues to grow exponentially3, many companies have turned to powerful software solutions to simplify document management tasks.

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What is cloud document management?

A cloud document management system is a web-based solution that manages the storage, security, organization, and compliance of business documents. Cloud document management technology may handle documents in the cloud as well as information on premises.

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What are the benefits of cloud document management?

A cloud-based tool for document management can improve access to documents for workers throughout the company. Cloud-based solutions don’t require upfront investments in hardware and software, and they provide strong security measures such as encryption, permissions, and controls that help to keep documents safe from unauthorized access.

  1. https://insidebigdata.com/2017/02/16/the-exponential-growth-of-data/
  2. https://hostingtribunal.com/blog/cloud-adoption-statistics/
  3. https://insidebigdata.com/2017/02/16/the-exponential-growth-of-data/

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