Cloud storage is quickly becoming a popular business document storage option, and it is not hard to see why. Following are just some of the many reasons why companies all over are opting to scan documents and store them online instead of keeping physical paper files in a filing cabinet:
- Cloud storage is easily accessible from any part of the world. This allows a business owner to access important documents without needing to be physically present in the office.
- Paperless storage saves office space, thus cutting business costs.
- Storing files on the Cloud makes it possible for individuals to cooperate on projects together, without needing to be physically present in the same place.
- It is easier to find files in a Cloud document management system than it is to find these same files in a paper storage system. Additionally, it is easy to keep Cloud documents organized.
- Files stored on the Cloud will not be lost if the company computer and/or server malfunctions.
- Cloud storage preserves a copy of documents that are lost due to fire, vandalism, flooding, and/or other disasters.
Are There Any Disadvantages of Cloud Storage?
Given these facts, it would seem like Cloud storage is the best option for every single business. Even so, it is important to note that there are some drawbacks to storing all the company’s documents on a Cloud storage site:
- Some Cloud storage sites are not as secure as they should be. Such sites may give access to hackers and other unauthorized third parties, thus putting important business information at risk. It is important to find a Cloud storage service that is secure and compliant with your industry regulations.
- It is all too easy for documents stored on a Cloud storage server to be accidentally deleted. To prevent this from being an issue, most Cloud services offer free data backup to help ease your mind about lost or deleted documents.
It is also important to note that there are times when only the paper documents can be used for a particular business transaction and/or certain legal matters. While storing a copy of such documents on a Cloud server can be a good idea, it is necessary to also keep the paper copy in a secure location.
Cloud storage is an affordable, efficient way of storing business documents. If you choose the right Cloud storage site, your files will be kept safe, secure, and in an easily accessible manner, thus ensuring that you can find the documents you need when you need them. It is also wise to assess which paper documents should be kept on file and which should be stored only on the Cloud. Even so, copies of these documents can be kept on the Cloud as well, thus ensuring that a business owner is able to find files without undue hassle. Every business will want to seriously consider having at least some Cloud storage space for keeping important documents.