Cloud document management saved the day: scenario 1
You arrive at meeting/presentation without the right files.
This seems to happen to everyone at some point or another. You have an important meeting with a client/investor/project manager, and you are rushing to get there—because traffic was heavy, you spilled on your shirt and had to change, or you had a phone call that went long, etc.—you arrive with only moments to space, and to your horror you discover you grabbed the wrong folder, left it on the seat of the bus/train, etc. and you are now without the documents you need.
When you use a Cloud-based document management system, you have the ability to access files anytime, anywhere. Remote access means that even if you do not have a physical copy to present at your meeting, you are not left empty-handed. And, you get bonus points because you are being eco-friendly.
How cloud document management saved the day: scenario 2
A disgruntled ex-employee wants to make life harder on everyone and destroys, alters, and hides files.
While it is unfortunate, there are times when an individual that is fired or let go tries to leave with a splash, and they cause as much trouble as possible for the business that fired them. They may shred documents, alter files, or simply not clue those still working for the company in to where things stand on what they were working on. What happens if they don’t leave passwords? What if you don’t know what they named a file?
A Cloud-based document management system can solve all of these problems for you. It not only provides a central location to capture, manage, and share files, making the need to search an individual computer irrelevant, but it also provides security options. These are for external security breaches as well as internal. Security clearance, saved versions, tracking, file search, and other helpful tools—all found in document management software—eliminates the above-mentioned problems.
How cloud document management saved the day: scenario 3
The project manager, case manager, or employee handling a specific client or file is out of town and out of range for communication. And, the client calls with a question about their file.
One of the beauties of Cloud-based document management software is that you do not need access to an individual computer or have the specific employee who worked on a file on hand. You can run a search for related file terms without knowing specific document names. Everything is stored in a central location so you don’t need individual pass codes or their computer to find the files. This means when someone is out of town, work does not have to stop moving forward.
How cloud document management saved the day: scenario 4
An employee doesn’t put their cigarette out all the way after a smoke break and a fire occurs in the office.
While this situation is rare, there are times when physical property is damaged or ruined because of neglect, floods, fires, natural disasters, etc. When this happens, if your documents are stored on a server, or are paper, there is a chance they could be lost/ruined. With a Cloud-based document management system, files are automatically backed up—no server needed.
How cloud document management saved the day: scenario 5
You and a competitor are both trying to develop groundbreaking technology. You are getting close, and you know security is a key component to win the race.
With cloud document management, files are secure. They are encrypted, and information won’t be stolen or hacked. In fact, it is far more secure than individual computers holding files. Additionally, systems can be set up to include the ability to track and trace any activity, allowing companies to keep track of who accesses, prints, and changes files.