Cloud storage for business is becoming a more and more popular solution to document control. It's easy to see why - with cloud storage, small businesses have access to high-speed internet everywhere they go, which opens up a world of opportunities for streamlining how they do business. In this post, we'll examine the benefits and drawbacks of employing cloud storage for your company. We'll also provide you with some pointers on how to get started!
Over the cloud, collaboration.
There are a lot of businesses that are now working from home. This is because of COVID-19. But even before this, a lot of people were working from home. That's because it's easier now to work from home, and there is no stigma attached to it. But one problem with working from home is that you need a good way to store your files so you can find them quickly.
A cloud storage document management solution prevents users from being locked out of the most up-to-date information if they or a group of people are working on the same document; for example, using a Microsoft Office 365 Subscription (which will require a separate subscription), you can program your cloud storage so that no other user has access to the file while they work on it. You may also set file versions to save earlier drafts as you edit files, retaining any metadata or even custom metadata while the file changes throughout your records.
You will be just as connected if you have access to the internet and a web-enabled device, regardless of where you are. Cloud storage allows for this degree of global connectivity.
It's easy to get approvals.
It's much more difficult to get approval from a person of authority on official papers as a business expands. While small businesses may just ask the CEO directly, enterprises with a certain amount age on them will have more HR personnel who won't be able to do it. If you're on the cloud, this will be a much bigger issue.
Assume you have a report that has to be signed off on by the CEO, CFO, and CTO. Typically, you'd send each document separately, then integrate all of their comments one at a time before resubmitting it for final approval. To prevent this, you might either get it authorized one by one after the other, or you could use your cloud storage's approval system to allow you to obtain approvals either serially (one at a time) or simultaneously (all at once), and all stakeholders will be able to leave their comments on the document without creating a complex mess of files to deal with, just a neat approved document at the end.
Data Security
Concerns about data security are a very real issue. If you're giving your information to the internet, you might have a few concerns:
How are you protecting your data?
Who else has access to my information?
What happens if I delete my data?
The solutions are straightforward:
1. Your data is safe thanks to SSL and 256-bit bank-level encryption, which makes it virtually unbreachable by cyber means.
2. You can restrict access to your data by selecting who may use it and who is allowed. If you don't want certain users to have access to your data, you may make the storage inaccessible without them being aware.
3. Not including any physical copies you've made, your data is backed up in three distinct clusters across the data center. You will be able to recover all of your data if something goes wrong.
Conclusion
Docupile is a cloud based document scanning solution created to help small and medium enterprises with their diverse operations. Docupile is the ideal answer for all of your official data storage and office productivity requirements because it allows you to access your documents from anywhere in the world at any time.
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