The cloud keeps getting bigger. And that’s a good thing because premise-based solutions for document management are not necessarily what every enterprise needs. The logistics of capturing, storing, retrieving, indexing, sharing, and securitizing documents is complex and can entail considerable capital outlays. Small-to-medium-sized businesses (SMBs) cannot always afford such large investments.
Fortunately, there are many good cloud-based options available for document management that offer many advantages to the premise-based model. Both Microsoft and Google now offer respectable document management tools. One of my favorite document management solutions provider is Treeno Software. Their Software-as-a Service (SaaS) document management solutions are, in my opinion, the best available to SMBs.
Regardless of your choice of cloud-based DMS, there are distinct advantages to the SaaS cloud-hosted model versus on premise.
1. Cost Savings
Servers, new computers, disk space are costly. Cloud-based DMS uses an enterprise’s existing equipment eliminating the need for high-powered servers or complex onsite architectures. Additionally, the monthly fee for cloud-based DMS is usually far less than costs associated with traditional premise-based solutions such as server upgrades, operating system upgrades, server maintenance, security infrastructure, and uninterruptable power supplies.
2. Rapid Deployment
Cloud-based SaaS is available through a simple Web browser Internet connection. Minimal IT input is required on the client’s end. Little or no software to install; no firewalls to configure; no backups to set up; all provide for a turnkey DMS deployment. And yet, a cloud-based DMS gives an enterprise the flexibility to customize and/or upgrade their solution as needed.
The client will always have access to the latest version of the DMS because upgrades and updates are made available automatically.
3. Better Accessibility
The Cloud is available anytime, anywhere. All that the client needs is an Internet-accessible device for virtually ubiquitous document management. Document sharing and collaboration are much easier and accurate with cloud-based DMS.
The more advanced solutions allow for metadata tagging to help organize and retrieve documents faster. Check in procedures prevent simultaneous editing, while allowing group access to single documents. Also, multiple versions of documents and their histories are easily shared and accessed via SaaS cloud-based DMS.
4. Regulatory Compliance
Many industries have strict document and record keeping compliance requirements. The server and storage capabilities of cloud-based document management solutions usually exceed those of premise-based solutions. This both lowers the cost and risk of failing to comply with regulatory compliance mandates such as the Sarbanes-Oxley Act, the Gramm Leach Bliley Act, SEC regulations, or HIPAA.
5. Top Level Security
It might be difficult for an SMB on its own to provide the same high level of document security available from the right cloud-based solution. Treeno Software document management solutions, for example, restricts access to documents by using passwords and group permissions, as well as auditing all activity.
Key-card access, diesel backup generators, off-site redundancy, fire suppression equipment, and on-site parts replacement are essential security measures at the disposal of the best cloud-based DMS providers.
6. Reduced IT Support Needs
In-house server maintenance, upgrades, security fixes and patches, licensing, backups and monitoring can be reduced or eliminated. This can free up IT personnel for other tasks and better allow them to pursue the enterprise’s core mission.
7. The Cloud is Greener
Cloud-based document management solutions are more environmentally sound. By sharing the cooling and energy needs of multiple servers, reducing storage space, and using less local energy, cloud-based DMS is greener than more traditional premise-based solutions.
These are just some of the advantages offered by Treeno Software and other cloud-based document management solutions providers. The best way to find out which solution is right for your enterprise is to have a document management assessment from a managed services provider.