Document management is mandatory for every business and corporate office. They need to keep the files secure and in good condition. However, the traditional methodology of retaining physical records seems to be obsolete now. The cloud-based document management systems can replace the archaic process of recording and maintaining precious data.
The cloud-based data management is the process of moving all your business data to a remote server that can be accessed from anywhere anytime by the authorized personnel. The primary benefits of adopting this technology include security, collaboration, and easy access.
It minimizes the risk of loss or theft to data as the cloud-based technology is ensured by multiple-layers of security. No one else can assess the information without approval and authentication. Let me discuss in detail the 5 reasons why you should be using cloud-based document management in Pakistan.
1. Reliable Collaboration
With cloud-based document management, individuals can work together on a file. The files are located in a central location so that staff and management can access and work on it collectively. They can edit and modify files regardless of their office locations.
A manager sitting in headquarters can easily collaborate with his or her subordinates who are sitting in a remote office across the borders. Fast and reliable collaboration between teams and individuals results in higher productivity.
A file that would take days in preparation after approval and authentication from upper management can be prepared without wasting any time as all the personnel is on the same side. It carries the work routine in real-time, which immediately shows results.
Additionally, it prevents the creation of multiple file variants that are usually created at every step of modification and approval. The staff does not have to search for the latest version as the cloud-server allows maintenance of a single document.
2. Global access
You should be using cloud-based document management in Pakistan for the availing of global access. The system allows you to access your official documentation anytime and from anywhere across the globe. Operating your business in Pakistan with multiple site offices in northern areas or regional offices in neighboring countries will like to collaborate for quick file sharing and consultation.
Offering access to documents around the clock promotes a friendly work environment. Employees’ visit to offices is not mandatory and they can have files and collaboration from anywhere else. They may need to travel for business operations so they need to access files while traveling and lodging. The cloud-based document managements help them to work from home as well. If they are set free to work on their personal computers, tablets, or smartphones they are likely to produce better results and achieve targets.
3. Ultimate security
Protecting corporate and personal data is a grave concern for every organization. Leaving sensitive data in computer systems at the office premises is prone to a plethora of risks. However, adopting cloud-based document management can add an extra layer of protection to your corporate files and information.
It provides ultimate security so that you neither lose data to theft nor incompetent staff. It is preserved in safe virtual vaults and only authorized personnel are allowed to access, modify, and retrieve it.
4. Reduced cost
Maintaining data on-site may require you to invest heavily in servers, custom software, and a comprehensive IT infrastructure. You may need to spend days and weeks in drafting standard operating procedures for its safety and security, and train the staff to manage and operate it well.
Using cloud-based document management is an ultimate solution for you to cut off the cost and pays a nominal fee to the service provider such as Archive Technologies in Pakistan. Every organization is looking forward to how they can reduce the operating expenses so that it reflects in higher profits without affecting the productivity.
Getting a space in cloud-based servers will allow you to reduce expenses along with improving team productivity and collaboration.
5. Fast Data Recovery
In a traditional document management system, every individual saves his or her files on a personal computer or moves to a folder on the company server. Retrieving their files is hard if they leave the company or absent for a few weeks.
On the other hand, cloud-based document management is a centralized system for files and records so any responsible or authorized personnel of the company can retrieve it. It is useful for employees who may use their workstations in the office but would like to view and modify data on their smartphones and mobile gadgets when away from the office.
Accessing their office workstation is difficult and risky as they may a colleague to turn on the computer, log in, and send the file. With digital and centralized document storage, they can log in to their accounts right from a mobile device and download the file without any hassle or security malpractice.
Cloud-based document management is a step forward to modern technology. Adopting the latest strategies of preserving your corporate data may save you a lot in terms of security, productivity, and backup and retrieval activities. For any business in Pakistan or anywhere else, the protection of data on secure servers must be a priority.
Muhammad Faheem is a Senior Writer at Archive Technologies, a records management company in Islamabad, Pakistan providing document storage, document destruction, paper shredding, media storage, and data backup services in Islamabad. He has written numerous blogs on science, technology, digital marketing, and business strategy.