Cloud-based document management saves companies and professionals money. The benefits of digitizing processes relate to various aspects of operations, from flexibility to the ability to work remotely in security, to speed and streamlining of workflow. All, however, can be traced back to cost savings that would otherwise rise by serving, for example, in-house management systems. Let's look in particular at three budget-saving benefits attributable to cloud-based document management.
1. Scalability: the benefits of cloud-based document management
One of the features that makes the cloud the most suitable solution to implement for effective document management is scalability. This peculiarity makes the cloud a very flexible and customizable system: it can adapt its structure to an increase or decrease in work and, more generally, to any user need. Clearly, this leads to important cost savings, because you will spend on how much you have actually used the system, according to variations over time and not according to fixed and absolute parameters.
Not only that, the adaptation happens quickly. So if suddenly there should be an increase in operations, the cloud system will be able to handle it without crashing, in an agile and automatic manner. In this way, there will be no hiccups in the document workflow, all work can always be done smoothly and quickly without interruptions or delays that may result in unbudgeted extra expenses.
2. Document management, less operational costs with the cloud
Cloud-based document management, then, saves on the expenses associated with operating the system: the cost of purchase, for example, or maintenance and, again, installation. Unlike an on premise system, thus based on physical servers, the intangible cloud architecture allows for completely remote management and access. If there are problems-such as, for example, malfunctions-the provider's technical support will be able to connect to check the situation and propose solutions, without having to go on-site, increasing the cost to the user.
The same goes for the security front, something that is a priority today and cannot be ignored. With cloud-based document management there are greater guarantees for the protection of the information processed and personal data, as the service relies on structured data centers that are well monitored by the provider, according to strict regulations. This is quite different from saving a document on one's desktop, with the risk of it being lost or misappropriated. By ensuring full compliance with regulations, primarily the European data protection regulation GDPR, costs related to security incidents, such as data breaches, and failure to comply with the rules are reduced.
3. Less organizational costs through cloud-based document management
By adopting a cloud-based document management solution, the costs associated with everyday activities also decrease. The cloud allows the work associated with each stage of document management to be done flexibly: the creation, sharing and storage of the electronic document, simplifying every part of the entire process. This translates into less effort required of staff. Thanks to the cloud, in fact, at any time and wherever you are, you can share and manage a document, giving it legal value thanks to solutions such as digital signatures, without the need to travel in person for these tasks. With associated possible costs related to travel and overtime.
Integration with enterprise systems then, facilitates workflow and data exchange in a fully digitized way: thus stopping paper and printer-related costs, with benefits for the corporate budget and also for the environment.
Document storage in the cloud: let's take stock
In conclusion, if the cloud is considered among the main enablers of technological innovation, there is some reason. Specifically, adopting a cloud-based document storage system allows companies a real quantum leap in document processing. Greater agility in workflows, guaranteed compliance in handling sensitive data and privacy, enabling a paperless model of work organization. These are just some of the potential benefits of cloud management.
