Thanks to the distributed nature of cloud computing, all of your data is safe in the cloud. Doing the same thing with a locally stored document simply is not possible. Should you need to check for edits and roll back to a previous version, you will easily be able to do this. Next, versioning is improved dramatically, as each change can be saved as a different version. This instant approach means the old days of backups are dead. With the cloud, every change is saved instantly without the user having to do anything. In this case, if a user created a local file and picked the “wrong” folder to save it in, or their computer crashed between backups, critical data could be lost. First, and most importantly, the IT department no longer needs to create complex backup routines to try to save data. Storing everything in the cloud has ancillary benefits, too. There is no chance that a postal order, contract or other important piece of documentation can go missing before the sales person returns to base. Sales people out on the road, for example, can use technology like Brother’s scan-to-cloud to digitise documents in real time. Remote working can also be improved by going paperless. Now, users can only digitally check out a document, but the original copy remains in the DMS where it can’t be lost. One of the significant problems with paper storage is that it’s easy for a document to go missing, or for someone to file it in the wrong place. Should changes to that one document need to be made, they will be reflected everywhere without having to redo any copies. This simplifies storage and retrieval, and means that you only have the one master document. Limitless storageĪ DMS frees you from using standard filing convention, with tags letting a document surface in different locations without having to make copies.
By converting paper to digital as early as possible, and filing securely in an encrypted DMS, your company solves a lot of problems in one go, aside from just freeing up physical space. Going paperless and implementing a cloud-based document management system (DMS) immediately improves things. This cost only hints at the complexity and pitfalls involved. In 2014, Gartner estimated that the cost of filing, storing and retrieving paper for US businesses was between $25bn and $35bn. In fact, going paperless makes it easier to back up your work and keep it safe. But it shouldn't be, as the technology has now caught up with the idea. For some businesses, the promise of a paperless office is still more a dream than a reality.
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