Companies today want to store documents in a way that makes their daily tasks easier while also being careful to protect their files. That’s why the concept of Document Management is so important.
This concept has been used by organizations from every sector. Document management is not limited to only large or corporate companies; any small business can utilize and enjoy the advantages of a Document Management System (DMS).
Generally, Document Management Software is one of two types:
- On-premise/self-hosted DMS
- Cloud-based DMS
The on-premise DMS are generally used in large companies having their own server and an IT team. The entire work of DMS is done without any internet connection, and anybody outside the organization does not have access to the files.
The entire work of the cloud-based system is done online. Cloud computing has made storing and retrieving a lot simpler, and new innovations are always right around the corner.
Cloud computing means doing all computing services online; it can be classified into three sectors:
- Private cloud
- Public cloud
- Hybrid cloud
Clearly, the first one can be accessed only by certain people using a private internal network while the public cloud can be used by other users. For example, if a company deals with an online customer like Amazon, then some details are available online for the customers, too. This is public cloud computing.
The hybrid cloud is basically an acting cloud that works with two environments, both the private and public cloud. In this scenario, the public cloud is an extension of the private cloud.
There are several ways to add information or documents to a private cloud environment.
- Scanning / Capturing
The first step is to scan all the paper documents in the DMS. This can be a daunting task because all the documents in an office have to be sorted and then captured by the DMS. There are many scanning software options available in the market, which can be a good investment for performing these tasks.
Emails and system generated reports can also easily be captured by DMS. In private cloud computing, the scanned files will be stored in the host’s (the service provider) server. The host will have the total responsibility of the data maintenance and data back-up.
The primary purpose of DMS is to save time and energy while searching for a file, so indexing files is very important. This task can be done by using readily available smart processing software, or any ERP solution provider can lend a helping hand in this task. It’s not an easy task as the correct keywords are crucial for indexing (to manage workflow), but using those keywords will make searches quick and easy in the end.
As mentioned earlier, the stored files will be saved in the server, and any person who has permission to access the data can use it from anywhere outside the office.
If the DMS comes with other features like mobile applications, then the private cloud can also be accessed using a mobile.
As mentioned earlier, the retrieving process is entirely dependent on indexing. If the right keywords have been used while indexing, and someone is also searching a file using the correct keyword, then the retrieving will be done in a fraction of seconds.
Some files or documents need to be transferred by the DMS. While working in a private cloud environment, data transfer can be quick via FTP. If the files must be sent to users who don’t have access to the private cloud, then it can also be done by e-mail.
Other than data storage, the DMS works wonder in a private cloud environment. Let’s see what the other advantages of working in a private cloud environment are.
- The first and foremost advantage is security. A private cloud provides immense protection because not just anyone has access to the DMS, which helps prevent improper data handling.
The DMS has certain security measurements already built into the system and updating the latest versions each time can provide excellent privacy control.
Though it is not 100% secured, private cloud is hard to penetrate by the hackers.
- DMS comes with other useful tools to manage workflow consistency. If the computing process is online, then many tools and software can be used while online. So whether generating or running a report or reminding about overdue bills, DMS can do it in a private cloud environment.
- If a company is project-based, then more than one person may need a particular file. It is possible that a file will be modified several times, so to get the correct or the original file can be difficult. It is possible in cloud-based DMS for each modified version of the files to be stored.
There are some disadvantages while using the private cloud as well.
- To implement a private cloud in an organization, a dedicated IT team is required. In private computing, maintaining the software and integrating it into the environment requires a large workforce.
- Another main disadvantage is cost. DMS comes with many benefits; however, the maintenance and manpower cost is one major drawback.
Document digitization has grabbed the market; you can fall behind in the competition if you are not able to reduce paper usage. The cloud environment is the future, and many new features will be introduced to provide solutions for the drawbacks. Take control of your system now, and you will be good to go.