Cloud-based document management has an almost incalculable number of advantages to desktop applications, yet some companies have a fear of trusting the security of the Cloud. This is an understandable fear because many non-IT related employees don’t fully understand the Cloud, the incredible security that protects it, and the advantages of using it. Read on to learn why your company’s fear of the Cloud is irrational—and holding you back from better efficiency.
Desktop / On-Premises Solutions Are Great—But They Don’t Compete with the Cloud
One of the reasons organizations often don’t do the research required to get over their fear of the Cloud is because they believe their desktop / on-premises solution is just as good. In their opinion, why would they go out of their comfort zone when the solution they’re currently using is just as good? The reality is that cloud options are better for many reasons.
- Most users find Cloud applications much more convenient.
- Cloud applications are easy to install.
- There can be a huge cost savings.
- Updating is easy.
- Cloud applications are generally very intuitive, easy to learn, and easy to use.
- There’s no need to install costly software.
- Onsite resources are freed up.
- Cloud applications are designed to be run via browsers, which means they’ll work in virtually any platform.
With so many advantages, it’s easy to see that looking into cloud-based fears is worth it.
The Top 3 Reasons Fear of the Cloud Is Irrational
Can your organization clearly identify what the issues are with Cloud-based applications? The first step is to figure out what your concerns are and then research them to discover if there’s really any evidence that there is a reason to be fearful. As you dig deeper you’ll quickly see that there’s a lot more to be excited about than there is to fear.
Consider the example of a medical office. A patient’s medications are constantly changing, with new ones added, old ones cancelled, and changes to dosages. This list of medications can be riddled with errors—which could put that patient’s life at risk. Cloud-based applications can utilize Cloud-based medication tracking software that ensures every doctor has the most up-to-date information possible.
1) Cloud Security Is Essential to DMS and Other Vendors
First and foremost, it’s important to understand that cloud security is not lax. Too often those not in the know assume that documents stored in the Cloud are simply stored “up there somewhere” with no oversight. Is it true that Cloud-based systems can be subject to hacker’s efforts and other issues? Of course it is. But security on the Cloud is just as secure as desktop applications.
You can also expect that many vendors that provide DMS solutions have special Cloud security. In many respects, they’ve become experts on how to keep DMS Cloud storage secure. Data centers generally have a wide range of security features, including certification and accreditations, data management that makes sure no unauthorized party can access data, backups and redundancy, fire suppression, and more.
2) Irrational Fears Are Par for the Course
Too often organizations will think that when it comes to fears, where there’s smoke there’s fire: If there is fear around something it’s probably for good reason. The reality is that according to a recent survey 84% of people have at least one irrational fear. You can probably see it in others; everyone has a friend or family member who’s afraid of flying, dogs, or spiders. It may seem silly to you, but to the person with the fear it’s very real.
But does that mean they shouldn’t fly? Of course not. They find ways around it. For many it involves researching the reality of airplanes: They are significantly safer than driving. The same is true when it comes to fears about cloud technology security. The best way to handle it is by researching the truth.
3) Most Security Breaches Don’t Happen the Way You Think They Do
Much like a person who’s afraid of flying may be comforted to know that it’s actually safer than driving, a person afraid of Cloud security can be comforted with this simple fact: Most security breaches are internal. In fact, the leading cause of security breaches are the result of disgruntled employees. This has nothing to do with Cloud-based security.
Not only are security breaches very, very rare, but only 24% of them are caused by outside sources. Once again, it’s DMS to the rescue for this issue too. Because DMS offers role-based user permissions, it’s easy for upper management to assure that lower level employees have no access to secure documents. DMS also comes with clear audit trails that make it easy to see who has accessed data and what they’ve done with it. The many features of DMS make it a great way to mitigate the risk of internal breaches significantly.