Dummies’ Guide to Document Management Software

Now is the time to master Cloud technology. The question isn’t whether you should be saving significant amounts of data in the Cloud, but rather how to do it most effectively. Cloud technology has become increasingly sophisticated, which is great as long as you know how to maximize its usefulness. This post will help you do that.

Why to Use the Cloud:

If you don’t have significant experience with the Cloud, and you’re hesitant about trusting important data to an invisible storage source, rest assured: saving your data on the Cloud is safe and reliable. On top of that, the amount of information you can save in one place is increasing every year as technology develops.

As I was uploading photos on the cloud, I almost felt guilty having access to such accessible and fast data storage. I wish my parents had that opportunity when they were younger! They kept hard copies of all our family photos, as well as the accompanying negatives. Unfortunately, after I borrowed the boxes of photos to make a wedding video, somehow they got lost. Please don’t let that happen to you. Every day you go without Cloud storage, you risk losing invaluable photos and documentation.

Organize and Store:

Storage and backup are the primary reasons to use the Cloud. Storing and organizing your files and photos in the Cloud is easier than using a physical cabinet, and much more secure. Start the process by performing an inventory of every file you have. It’s kind of like spring cleaning. If you’re sure you don’t need a file, delete it. If you’re not sure you want a file, keep it and put it in an appropriate folder.

Leave no folder unviewed. Check your documents, downloads, photos, and all your drives to make sure you know exactly where your information is. Once you’ve organized the files by date, subject, source, etc., you’re ready to begin storing. It’s as simple as clicking and uploading.

Share:

Storing data isn’t the only thing that makes the Cloud useful. The share functions on the Cloud are convenient, fun, and useful. You can share photos, music, videos, poetry, or anything else you can store on the Cloud. Make sure to share your data with people you know and trust. Even something as innocuous as a photo sometimes should not be shared unless you know who is viewing it.

The share function is indispensable in the workplace. You can share a document so that a group of coworkers can work together with you on a project. You can assign various access levels to the users, so they can also share, move, or modify the document in various ways. When sharing a document, it can be beneficial to use document tracking, where you can see who makes changes and when they made them. This helps keep coworkers communicating, regardless of where they are.

Safety First:

As with any storage method, there are risks when using the Cloud, but they can be greatly mitigated. Use a secure network that you know. Protect the networks and critical documents you use with passwords. Install a firewall on your computer to control where your information is sent. Share important data on a need-to-know basis. All of these precautions will help keep you safe from hackers and identity thieves.

Keep in mind, we’re not telling you to get rid of your physical documents and photos. Obviously, they have their purpose. But if you don’t use the Cloud for photos, tax documents, journals, you risk losing them forever. So store, share, and track on the Cloud, and do it securely.

10 Must-Follow Rules for Effective Document Management

By | 2016-12-15T12:01:44+00:00 May 23rd, 2013|
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