The difference between cloud storage and document management software is the difference between a physical filing cabinet and a digital secretary incapable of errors, respectively: It’s clear which can be held responsible for ensuring compliance, cost-efficiency, and simplified business processes for organizations today—organizations that have created roughly 90% of the world’s data within five years, exposing organizations to the uncertainties and risks of an information age that cloud storage can no longer overcome on its own.
Simply put, cloud storage, when not used with other DMS features, is an outdated technology. So outdated, in fact, that its roots can be traced to the mid-1960s, when what we call computers today were described as “mainframes”—these contraptions being large enough to fill entire rooms. Cloud storage became a twinkle in technology’s eye at the precise moment these mainframes allowed terminals (old keyboards) to back up storage through the mainframe, enabling the retention and regeneration of data if lost at the point of the terminal. This brainchild belonged to J.C.R. Licklider, who, in consideration of this cloud-based technology, envisioned the technology eventually becoming an “intergalactic computer network.”
However, the intergalactic computer network Licklider envisioned can’t be seen in organizations without marrying cloud storage (already a small component of document management software) with the following 5 features commonly found in document management software:
Not only does DMS workflow reduce the number of steps most organizations go through in traditional workflow processes, it ensures employees’ task completion and, therefore, accountability. No matter how complex the cycle of an organization’s workflow, this DMS feature enables a clear mapping of the workflow process.
2. Automated Retention and Deletion
Think of paper documents and a dirty carpet as one in the same. Now envision how boring and time-consuming it is to vacuum a dirty carpet. It’s probably just as annoying (but nowhere near as time-consuming) as sorting through files on a shared drive or in a physical filing cabinet and throwing away documents no longer needed by an organization, all in hopes of de-cluttering the office space and making needed information more accessible. However, the automated retention and deletion feature of DMS is the organizational equivalent of having a maid vacuum that dirty carpet for you—all without missing a single spot. This feature is not only useful for content and document de-cluttering, but following compliance and regulatory requirements as well.
3. File Versioning
Also particularly useful for an auditor, file versioning allows any file uploaded within DMS to exist in several versions at the same time, preventing duplicate files and renaming of the same document, which results in less office clutter and less confusion when searching for any given file. This DMS feature also gives auditors information about who’s viewed and altered a certain document at the various stages of its lifecycle, including the time and date. And trust us, no matter what industry your organization belongs in, the auditor is definitely going to want to know about these things.
4. Role-Based User Permissions
This feature gives users permission to view, edit, delete, and check-out certain files. It also prevents certain users from accessing these same document capabilities. The best DMS vendors will allow auditors to view all of an organization’s information through auditor licensing, which DMS support teams can automate and enable for DMS users.
5. Enterprise-Grade Storage Capacity
Even though DMS and simple cloud storage share this feature, DMS has enough cloud storage space for organizations, whereas simple cloud storage provides less storage space, making it suitable only as a consumer-grade solution.
If you’re an executive or human resources manager using cloud storage for your organization to ensure compliance, efficiency, cost-effectiveness, effective collaboration, or anything positive for that matter, this cloud will continue raining on your organization’s parade, as it has for many other former cloud users. We’ve brought many into the brilliant warmth of simplicity with our software. You can join their ranks, no longer feeling the weight of the storm your team has weathered atop your shoulders, straining your bones as it has the nerves of your workers.
Welcome to eFileCabinet’s use of the cloud—cloud 9—home to 13,750 organizations from around the world, and counting.