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Writer's pictureAlice Brown

Why your small business need a cloud-based DMS?



Today small businesses need to be secure, cost-efficient, and resilient. Let's look at today's business landscape and see how a cloud based DMS for small businesses is effective and productive.


What challenges do small businesses face in 2022?

The ongoing coronavirus pandemic and unstable economy are two of the many challenges small businesses face this year.

These challenges include:


  • Fewer employees

Last year, many companies had to downsize their workforces. Businesses are gradually returning to normal now so that different employers can compete for skilled and experienced employees available in abundance on the market right now. When companies are understaffed, it can make recruiting the right people difficult. It has been seen as one of many reasons why these businesses serve their customers despite being short-handed in staff members.


  • Threats to data privacy

It's not just the big companies who are at risk. Small businesses can fall victim to data breaches and cyberattacks, which remain a constant threat.

Cybercriminals use social engineering tactics to exploit their victims' uncertainty and hack systems. These attacks can lead them to malware distribution, data theft or even account takeover.


Solutions like cloud document storage for small businesses that bolster all aspects of your data's security are a must-have this year.


  • Changes in business setups

The pandemic is one of the leading causes for companies to adopt remote work arrangements, which allow them to operate their business without risking employees. In the post-coronavirus era, many companies are likely to keep offering their staff the option of working from home. It gives employees greater flexibility about where they work and can help prevent the spread of infection in a tight workspace setting.


Why invest in a cloud-based DMS?

Small business document management solution benefits in the following ways:


  • Save money on storage and paper-related costs

An office worker uses up to 10,000 sheets of paper in a year, but one out of every 4 goes wasted. That is essentially throwing money away because it does not get used and instead ends up being thrown away in a trash bin. The benefits of using a DMS are that it lets you process, organize and store your electronic documents while also extracting data from paper ones. You can convert them into digital files for easy access at any time! With a DMS, you can save money on paper and printers by using less. You'll also have more space to work within your office because there is no need for steel cabinets or folders.


  • Boost your staff's productivity

With a DMS, you can automate repetitive and labor-intensive steps in the document management process. Instead of spending hours manually inputting data, your staff can do it automatically in just seconds. You'll be able to complete processing documents within minutes instead of hours. You can be sure that your employees spend their time wisely if you use a DMS. The system will ensure they're focused on tasks that provide more excellent value for the company and customers, not just busy work.


  • Improve the security of your documents

The best way to protect your data from theft, damage and loss are by adopting cloud-based systems. , A cloud-based DMS stores numerous copies of your files in multiple offsite servers. It ensures that should a disaster hit your locale, and there will be no damage to the information stored on these devices, making it easier than ever to access the data. The copies of your data serve as backups, which remove the risk of data loss.


The data stored on a cloud server is protected by solid cybersecurity measures, including multifactor authentication and firewalls to prevent data thieves from accessing the files stored within. Because the information is encrypted, it cannot be read by unauthorized users.


  • Access crucial files anywhere

There are several ways to conduct audits from the comfort and convenience of your own home. If there's not enough space in storage, consider cloud-based documents, so they're always accessible on demand! Cloud-based document management systems have become essential in any arrangement that involves flexible working. An internet connection and a web-connected device are all you need as it allows users access, creation or retrieval of documents from anywhere at any time.


Conclusion


Docupile is a revolutionary platform that empowers small businesses to overcome today's data security challenges.

Learn more about our services by scheduling a free personalized demo today.


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