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Cloud based document management solutions have become increasingly popular among organizations looking for ways to reduce their document storage costs. Continuing to rely on hard copy documents can actually cost companies hundreds and even thousands of dollars a year incurred due to filing and retrieving documents, not to mention the wasted time when a document is misfiled and it takes a lot of time to find it. Shifting to digital documents, however, also has its own attendant costs and risks. Shifting to a cloud-based storage and management solution can help make document management more efficient. The advantages of adopting a cloud based document management solution include: 1. Cost savings to the corporation. Although the up-front costs can be substantial, these can be more than offset by an organization in the long run due to increased productivity and workflow efficiency. In addition, a company no longer needs to maintain the infrastructure needed to store documents on-site, providing even more cost savings. 2. Easy access. Staff members can easily access the documents they need by searching the database either using a text search or through control numbers or bar codes associated with the files. And, the staff don’t have to be in the office to access the documents since they can be accessed from anywhere in the world as long as the employee has a computer with an Internet connection. 3. Auditability. With a cloud based document management solution, an audit trail can be created for every document accessed that will keep a record of who looked at them as well as what actions they took (modifying the document, for instance). 4. Security. Access to particular documents can be limited to particular staff using measures such as password protection and locking documents in order to prevent them from being modified. 5. Easy user interface. The best cloud-based solutions will maintain a user-friendly interface for their clients in order to make it easy for them to access their documents without the need to spend a long period of time learning the system. When you are choosing which cloud based document management solution best meets your needs, the first step is to audit your company’s document storage needs so that you can find a company that best meets them at a price that meets your organization’s budget. For example, how much storage capacity will you need? How often will you be adding new files? The next step is to consider how much it will cost to meet your storage needs. Compare quotes from at least three cloud based document management companies in order to find the best deal. But don’t just look at the price but also what other services you can get. Finally, take a look at what measures the company is taking to ensure the security of documents entrusted to it. Do they do regular backups? Do they perform regular maintenance of their systems to make sure that they are performing at their best and to avoid down time that could prevent companies from accessing their documents just when they need them. Are you looking for more information on cloud based document management? Visit http://www.tallega.com/products/filebound-on-demand-software/ today!
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