Cloud-Based Document Hosting: An Alternative to Traditional Approaches
Many companies and organizations are considering a move to the cloud for their document hosting and management requirements. They are driven by a variety of reasons including storage limits on existing equipment / storage facilities, lack of responsiveness when customers increasingly require immediate access to documents and the high cost and limited availability of specialized IT personnel to manage the end-to-end infrastructure.
With the availability of cloud-based document management and document hosting services, companies are able to provide a much higher level of customer experience without the high-costs of legacy approaches. There are a number of advantages that cloud-based document management provides that enable companies to deliver better services and lower costs.
If your data isn’t secure, your business isn’t secure. Cloud-based document hosting services employ specialized professionals who are focused on making sure data is secure both physically and against online threats. This includes on-the-ground security personnel and 24/7 network monitoring, as well as secure, non-descript facilities armed with the latest in biometric systems.
IT / Storage Costs
Online cloud-based document hosting enables you to pay for just what you need. No need to buy additional/spare storage or additional software licenses, set up new infrastructure, or invest in ongoing administration. This eliminates the burden on in-house IT staff and budgets, enabling you to focus on core IT and business initiatives.
If you or your customers can’t access documents when you need them, then your investment in document management is wasted money that actually hurts your customer relationships and future revenue. Cloud-based document hosting provides protection against disasters with secure/automated failover between locations. It’s built into the solution so that you don’t have to worry about document accessibility in the event of an outage or disaster.
Today customers can instantly access general business documents via consumer grade products and they naturally expect the same or better access to their professional documents. Cloud-based document hosting enables customers to access any of their documents, from anywhere and from any device.
Before You Move to a Cloud-Based Document Hosting Solution
Moving to the cloud isn’t just about new technologies or new service providers. Before you make the move, it is important to keep a few things in mind to protect your customers, your business reputation and your future prospects:
Trusted Partner: a trusted partner has decades of experience in your industry, as well as dedicated staff who understand how to translate your requirements into the right technical solution.
Extensive Integration: unless you’re a brand new organization, chances are you’ve got years of investment in your current infrastructure and processes. You shouldn’t have to discard that investment or change the way you work to fit the needs of new cloud-based document hosting systems.
Ability to Scale: look for a provider who has the proven technology and processes to convert and manage millions of documents each month as well as automate tracking / logging of activities across systems and personnel.
For more information on how cloud-based document management can help you drive your business, check out our California-based document hosting services.