How Businesses Can Benefit From Cloud Document Storage in the Remote-Work Era

Research by Gartner revealed that 80% of CEOs plan to provide remote access to their employees at least part-time once COVID-19 (Coronavirus) is eradicated, and 47% intend to allow employees to work remotely full-time.

Geographically dispersed workforces will continue to grow, but they complicate document processes for businesses without cloud services. The businesses that were still using paper-based filing or storage systems in 2020 have had to figure out what to do. Cloud document storage is the perfect solution for businesses to manage, store and process documents as the remote working culture continues.

Document management solutions are necessary for businesses in all verticals – but especially those in highly regulated industries. Remote work requires a different approach to document management, and cloud solutions are the answer to error-prone, inefficient, paper-based business operations.

1. How Cloud Computing Meets the Needs of Remote Workforces

Before the pandemic, cloud document management was growing in popularity, but as businesses resorted to remote work over the past year, it has increased even further. Document management and storage concerns in a remote workforce include:

• Accessing the proper documents only by the appropriate employees.
• Data can be retrieved if it has been lost.
• The ability to collaboratively work on one file at any time for anywhere.
• Revising and controlling versions.
• Ensure the security of all documents.

All these problems can be solved with the cloud.

2. Cloud Document Management’s Benefits for Remote Workers

i. Access

No matter where they are located, employees can easily access their documents through cloud document storage with any device in hand. Cloud storage allows users to set rules so that only the appropriate employees can view documents, work on them and pass them to other concerned users with a click of a button.

ii. Recovery After Destruction

A cloud document management solution ensures that your business suffers no data loss if a natural disaster, an unplanned outage, or a cyber-attack occurs.

iii. Version Control

In the event that more than one employee collaborates on the same document, a business will still need to keep track of revisions and changes. In addition to tracking changes made by any party, restoring earlier versions, undoing changes, and generally improving workflow management, cloud document management also offers the ability to track changes made by any employee.

iv. Security

It’s important for businesses to be concerned about safeguarding their intellectual property when they use cloud document storage. Cloud service providers take on responsibility for the security of documents.

The cloud provider has however heavily invested in providing far superior security than on-premise or paper-based document management, and they ensure remote access with personalized login credentials.

3. Which business types should use cloud storage?

There are some industries and businesses that find specific benefits in cloud document storage and management. For instance,

i. Financial Companies

Security is the top priority for financial institutions since they store a vast amount of private and confidential information about their customers. Not only can cloud storage assure financial organizations and their customers that their data is safe, but it will also provide backup and restoration in case of a breach.

A cloud document management solution can also help financial companies demonstrate compliance with regulatory requirements during an audit.

ii. Health care providers

Healthcare groups benefit from cloud storage in a unique way. Finance companies can benefit from the data security aspects of healthcare because electronic medical records can be accessed easily.

Providing superior healthcare entities relies on the ability of healthcare providers to retrieve crucial medical information quickly and seamlessly. Thus, a secure cloud-based system stores patient records, diagnostic images, and test results that can be accessed by the appropriate parties whenever needed.

iii. Small Enterprises

Enterprises aren’t the only businesses that can benefit from cloud document management, contrary to popular belief. Cloud storage can solve unique problems for small businesses. As a small business grows, finding and retaining talent becomes increasingly difficult. As remote work has grown in popularity, small businesses have had an easier time finding talent.

With cloud document management, remote teams can share files and process workflows in real time while staying connected across the globe. Cloud computing allows small businesses to seamlessly connect their talent to their growing operations from anywhere.

From a remote-work perspective, cloud document storage can offer a variety of benefits. Get started with Archive Technologies today if you’re looking for a reliable records management solution for your business.