Everything is cloud-based these days, and document management is no exception. Cloud-based document management systems (DMSs) have become increasingly popular among businesses, offering a range of benefits over traditional, on-premise solutions. At Assai, we have provided cloud-based DMS since 2007 and see the trend toward cloud-based solutions growing. Cloud-based DMSs allow businesses to seamlessly store, manage, and share documents with stakeholders across the globe. But is a cloud-based DMS right for your business? In this post, we’ll explore the following:

• The advantages of using a cloud-based DMS
• Key features to look for and security considerations to remember
• Tips for choosing the right system for your business needs

Read more: What is document management, and what is a DMS?

The advantage of a Cloud-based Document Management System

A Cloud-based Document Management System (DMS) offers several advantages over traditional on-premise document management systems. Here are some of the key benefits:

1. Accessibility
   Cloud-based DMS allows users to access their documents from anywhere, at any time, as long as they have an internet connection. This means remote workers, clients, and partners can access and collaborate on documents without physical access to an office or server.
2. Scalability
   Businesses can scale with optimal investment. Additional storage space, users, and functionality can be added quickly and easily without expensive hardware upgrades.
3. Security
   Cloud-based DMS offers enhanced security features such as encryption, two-factor authentication, and role-based access control. This ensures that sensitive documents are protected from unauthorized access and data breaches.
4. Cost-efficiency
   With the great collaboration provided, Cloud DMS enables organizations to improve efficiency in document management and workflows. Users can focus on tasks and performances without spending much time retrieving documents or data needed. Moreover, cloud-based DMS eliminates the need for businesses to purchase and maintain their hardware and software. This can result in significant cost savings over time.
5. Disaster recovery
   Cloud-based DMS provides a robust disaster recovery plan, ensuring that documents are protected during a natural disaster, power outage, or other unforeseen events.

Cloud-based DMS’s key features and security for considerations

Key features

When considering a Cloud-based DMS for your organization, it’s important to begin by understanding its specific needs. However, it’s also recommended that you thoroughly examine the basic features of each DMS you’re considering. These features are typically found on the vendor’s website or discussed during a discovery call. By gathering this information, you’ll be better equipped to compare each DMS to your specific requirements.

1. Document storage and organization: The DMS should allow you to easily upload, store, and securely organize documents.
2. User management and permissions: The DMS should have robust user management features, including user hierarchy and access control to sensitive documents.
3. Revision control: The DMS should allow users to track document changes and restore previous versions easily. This feature ensures your auditing and accurate documents are in use.
4. Collaboration tools: The DMS should include collaboration tools such as commenting, editing, and sharing to enable teams to work together more efficiently.
5. Integration with other systems: The DMS should be able to integrate with other tools and systems, such as email, reporting software, and digital signature.

Security

Security is an essential aspect to consider when implementing a Cloud-based Document Management System (DMS). Although we have previously highlighted security as an advantage of Cloud-based systems, it is equally important to understand why security is critical in this context, especially given that Cloud-based DMS vendors may have different approaches to security.

1. Cloud-based DMSs are accessible over the internet, making them vulnerable to various cyber threats, including hacking, phishing, and malware attacks. If the DMS doesn’t provide security measures, these attacks can lead to data breaches and the loss of sensitive information.
2. Cloud-based DMSs are typically accessed by multiple users from various locations and devices, increasing the risk of unauthorized access and data theft. Without robust authentication and access control mechanisms, sensitive information can be accessed and compromised by individuals who do not have the necessary clearance.
3. Certain industries have certain regulations to comply with. Compliance with regulations and standards such as SOC 2 Type II and ISO 27001 is crucial for organizations handling sensitive information. Failure to comply with these requirements can result in fines and legal consequences.

Therefore, ensuring the security of a Cloud-based DMS should be a top priority for any organization. This may involve the following:

• Strong authentication implementation
• Access control mechanisms
• Data encryption
• Audit trail

By doing so, organizations can ensure their critical data’s confidentiality, integrity, and availability and minimize the risks of cyber-attacks and data breaches.

Is a Cloud-based DMS right for your business?

When it comes to choosing a DMS solution, whether it’s between cloud-based or traditional on-premises or vendor and vendor, there is no definitive answer. It may sound like a broad statement, but it’s the reality. Our team at Assai has extensive experience in the DMS industry, having worked with a diverse range of organizations over the past 30 years. Deciding on the perfect DMS solution is a complex process that requires careful consideration of various factors. We offer both on-premises and cloud-based services, but we understand that each organization has unique requirements.

To help simplify the decision-making process, here are some common factors that you can consider:

1. Budget
   Analyze your organization’s budget: Cloud-based DMS often requires lower upfront investment and ongoing maintenance costs. However, you should take into account that over time, subscription fees for cloud-based DMS services may accumulate, such as user licenses, so analyze whether the long-term expenditure is sustainable for your organization.
2. IT Infrastructure
   A cloud-based DMS offers better accessibility and collaboration across various devices and platforms. However, ensure your organization has the necessary IT resources and a reliable internet connection to support a cloud-based DMS.
3. Security requirements
   While cloud-based DMS providers take significant measures to ensure the protection and privacy of your data, sensitive information may still be susceptible to attacks or breaches. Assess your organization’s data security needs and determine whether a cloud-based DMS can meet or exceed those requirements or if a traditional on-premises DMS can provide the desired level of security.
4. Scalability
   As your organization grows and evolves, a flexible DMS that can scale to meet the increased demand is crucial. Cloud-based DMS typically offers greater scalability than traditional DMS, allowing for seamless expansion and adaptability to changing business needs.

By considering these factors, you can determine which DMS option, cloud-based or traditional, suits your organization best. Remember to weigh the pros and cons of each option and seek advice from IT professionals or DMS vendors to help you make an informed decision.

More resources

We’ve attached some related blog posts and downloadable resources below. They will guide you through document management planning, vendor selections, and best practice.

• Blog post: 7 eDMS Vendor Selection Criteria
• Blog post: What is the difference between document control and document management?
• Blog post: Document Management Plan in 10 Steps
• Blog post: Make a difference with a Document Management and Control System
• Blog post: How to use a DMS to manage your document workflow

Want to explore more about Document Management and Document Control? Download our latest whitepaper and guide via the buttons below!

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