We often receive queries from businesses of all sizes looking to make improvements in the way they store and manage their data, and below are some of the reasons you should consider moving your documents to a cloud based data management system.

1. Security

Cloud based document management systems (DMS) are often applying more sophisticated encryption and security systems than your current on-premises hardware. Your data is automatically backed up by the vendor, and many providers have redundant instances stored across multiple geographical locations ensuring there is a disaster recovery option.

2. Efficiency

Everyone in your team can access files whenever they want, from any location – all that’s needed is an internet connection. Documents can be indexed with several profile tags and located quickly with flexible search options.

3. Check In / Check Out

When you have multiple team members collaborating on a project and sending files via email to draft changes, it’s easy to end up with multiple versions in different locations. Using a DMS to share access to files means there is only one working document that is always up to date, and only one person making changes at any given time.

4. Audit Trail

Each document has a history showing who has viewed, opened and edited the file along with the date and time of the activity for full transparency.

5. Document Sharing

There is no need to send unencrypted emails or provide data via USB or another unsecure media. Documents can be easily shared with both internal staff and external clients, and you have control over the level of individual access they will have to view, edit or share the document.

6. Integrations

There are now many applications available to help you get more done for your business in less time, and a DMS can simplify the process of integrating your working documents and files into these applications. In addition, many DMS providers can seamlessly integrate into Microsoft Office and Adobe for quick and easy editing and filing of documents and emails.

For further information on how a document management system could enhance your business, please contact us: info@nymbus.com.au   • http://nymbus.com.au/