A document management software cloud means that just as the breaking of a single wave cannot explain an entire sea, cloud-based document management software cannot explain the digital transformation. It can, however, illustrate a more powerful example for each wave of technology to follow.
The document management software cloud is not just a newfangled technology with the ability to patch up a few errors in workflow, collaboration, and electronic records protection/production (ERP).
It blesses each portion of the business process with a transubstantiation of efficiency, workflow, and built-in security to simplify compliance.
At present moment, it is unfortunately a non-potentiated technology solution–ironically misunderstood by those whom could benefit from it most.
On a more positive note, it is symbolic of the progress “digital transformation” has made in solving real-world enterprise and small business-based problems.
However, the cloud is becoming a catch all term for things like “digital transformation,” “strategic technology use,” and more. The list goes on.
While it’s understandable to look at the cloud in such general terms given its complexity, the document management software cloud must be analyzed differently.
The cloud and the document management software cloud are two very different things, and for the following reasons.
“Digital Transformation” By Itself is Not a Remarkable Concept
We had the term “digital” in our technology lexicon far before commercial computing hopped on to the scene in the 1960s.
Although the emergence of digital technology has drastically shaped our modern business environment, it’s no longer a phrase that can stand alone on its own frame, much like a three-legged chair.
In the 1950s, an engineer by the name of Ken Olsen co-founded an organization called Digital Equipment Corporation (DEC). The term “digital” was meant to coincide with and complement the term “analog,” which simply means that in replicating an initial tape or image of something, the message would entropy in clarity or resolution each time it was copied.
This was over 70 years ago. Between this era and now, we have not only seen the advent of public internet (spawned by Tim Berners Lee), but also digital “everything.”
From consumer-grade computers and commercial computing in general to all the technology around us, we have already undertaken a “digital transformation,” so it’s confusing for companies to market their services and products as ones facilitating digital transformation in 2017 and beyond.
This single mistake in phrasing is preventing innovative cloud-based DMS vendors from showcasing the power of their solutions to the people and businesses who need them most. When someone hears the term “digital transformation,” it’s unclear what it entails, and in what line of production; business, music, consumer devices, or other interpretations.
That’s a bit like trying to market a Walkman to a group of iPod users.
The document management software cloud is that fourth leg—no, the fourth pillar of that ever-important and proverbially analogous chair, and it’s because the cloud is about so much more than its digital and collaboration-intensive platform.
Cut Paperless from the Digital Transformation Equation
Technically, anybody could go paperless with just a scanner and a computer. Or, if they had never created any paper-based documentation, they could just go about writing everything in a digital format and keeping it on their own desktops, removing the scanner from the entire equation.
Although this is fine for consumers who do not care about their data and files, it’s not okay for small to mid-sized businesses with security concerns that their clients care dearly about—security concerns involving things like social security numbers, tax documents, birthdates, residence, and more.
Backing up files on a zip drive just won’t do, and the more information is digitized without having a centralized repository with regular back up on a 24-hour basis, the more susceptible this data is to breach, loss, and ultimately—data breach costs—which can skyrocket in upwards of millions of dollars, even for a seemingly small violation.
These back-ups need SSAE 16 certified data centers as their repositories, and the document management software cloud solutions are the easiest-to-use solutions on the market that offer this capability.
This is one of the numerous components of transforming an organization’s processes via digital transformation rather than changing merely the format—which going “paperless” implies. Paper-based to paperless does nothing. Paper based to paperless to the document management software cloud, however, can make or break a growth-intensive period of any company.
And if an organization merely goes paperless, the results can be even worse than they were before, which we’ll explain in the following section.
The Document Management Software Cloud Overcomes Digital Clutter
When we think of landfills, we think of junkyards replete with useless items. And, in the neighborhoods where people don’t take recycling as seriously as they should, we sometimes see these landfills chocked full of paper-based trash—much of it in the form of documentation.
Want to know of a single document management software cloud solution that would eliminate this problem? It does require being paperless and digital, but it also reduces a very real problem running rampant in the majority of SMBs today—and that problem is digital clutter.
It’s even more menacing than it may seem because it doesn’t take up any physical space, but it does take up a significant amount of storage space, and, even worse, organizational space.
The automated file retention and deletion feature of these document management software tools lets you choose when to delete files, and at specified dates.
This makes it significantly easier to find what one is looking for in the solution. Potentiating the search feature of technology and therein improving productivity, workflow, and ensuring security and compliance.
The digital landfill we live in today is no more organized than the paper-laden one we’ve become so comfortable with in the normal working world.
Although the right solution is imperative in preventing this problem, human effort, training, and understanding of how to use the solution is just as important.
There’s no such thing as a magic bullet solution for information management techniques—especially at the enterprise level, no matter how sophisticated the solution. Even IBM’s Watson requires a clear explanation of its benefits.
There are also many document management software cloud models that completely fail, because the users expect the solution to be a magic bullet that instantly fixes everything.
There isn’t a single business-grade technology solution in the history of software that has achieved this. Not Apple, not Microsoft, not IBM. The user will always be responsible, at some level, for ensuring their solutions are potentiated.
To get the most ROI out of your technology, you must understand what makes it worthwhile, as does your team. Nobody will get anything out of technology they neither understand nor see the benefits from.
A Parting Message on the Document Management Software Cloud Technology Strategy
The science of today is the technology of tomorrow. If the cloud’s myriad users find a methodology for potentiating the document management software cloud, there will be fewer roadblocks to potentiating cloud-based solutions.
Until then, users must rely on gap analysis of cloud based technologies in-between launch and actualization (which can be highly expensive, time-consuming, and mentally draining).