We all know what it feels like to not have access to the information you need when you need it. When you need certain documents at a specific time, you should have instant access to them. If your business still relies primarily on physical documents, you likely won’t have access to all your documents whenever you need them. That’s why it’s important to invest in a cloud document management system that provides complete records management quickly and efficiently via the web. Let’s take a closer look at what a cloud document management system is and how it can help your business.
What is a Cloud Document Management System?
A cloud document management (CDM) system is a web-based service that stores and manages all your important documents and information. To put it simply, CDM allows you to store files and company documents and access them at any time from anywhere in the world.
Having that kind of accessibility is a significant benefit to any business, but let’s look at four other specific ways CDM can help your business.
Cloud Document Management Saves Your Business Money
If your business is still heavily reliant on physical documentation and storage, you’re likely incurring several regular expenses that could be greatly reduced by switching to CDM. On-premise storage like cabinets and desks can be costly and take up a lot of space in your office. Additionally, printers, copiers, and fax machines can be significant investments, especially when considering the cost of inks, toners, and paper needed to operate each device.
By using a CDM system, your business can substantially cut back on such costs. Things like filing cabinets, printers, and copy machines can all have pricey upfront costs that need to be paid in full regardless of how much they’re being used in addition to the cost of regular maintenance and supply needs. With a CDM system, you’ll be charged a flat monthly or annual rate that you can easily upscale or downscale as your company’s needs change.
Cloud Document Management Makes Collaboration Easier
As already mentioned, CDM allows you to access your files and documents at any time from anywhere. Moreover, everyone in your organization will also have access to company documents as well. This is particularly important as more people have started working remotely. A CDM system ensures that every employee has access to the documents they need whether they work in the office or work remotely.
A CDM system also makes collaborating on projects much easier than using physical documents. A CDM allows team members to simultaneously work on projects together regardless of where they are. This is especially useful if your team is working on a proposal or a report that requires insights from multiple team members or if you ever need to make revisions to a coworker’s project.
Cloud Document Management is Secure
We all know the saying “accidents happen” and businesses are prone to any number of accidents happening in the workplace. Important documents can get lost or damaged with no way to recover them. Office spaces are susceptible to damage from natural disasters and fires and water damage can ruin any on-site documents. This can be especially devastating if your business doesn’t have a disaster recovery plan in place.
By storing your documents in the cloud, you can rest easy knowing that your important information is protected and immune from any natural disasters. Cloud storage offers multiple layers of security and comes with backup and recovery options to give you extra peace of mind.
Cloud Document Management Reduces Clutter
Perhaps the most obvious benefit of CDM is that it doesn’t take up any space in your office. Anyone that’s worked in an office before knows how quickly files and documents can start piling up around them. With CDM, cluttered workspaces can be a thing of the past as all of your documents are stored in the cloud and can be easily accessed within seconds.
Looking to cut down on clutter at your office? Check out our document shredding services! We can send a shred truck to your business to help you get rid of outdated documents and free up space in your office.
Cloud Document Management with R4 Services
No matter what industry you’re in, CDM can help you in all the ways discussed and more. R4 Service’s web access software can enhance the management of your organization’s records stored offsite. For a complete demonstration, contact an R4 representative today!