The Benefits of Cloud Based Software

In today’s world, the benefits to businesses of adopting cloud based software is still an ongoing deliberation.  There may still be some anxiety and hesitation around moving to ‘the cloud’, and giving up control of the origination's data.  Understanding exactly what it is, how it works and how it can help is important.

So What is The Cloud?

The cloud refers to servers that are accessed over the Internet, and the software and databases that run on those servers.  The cloud enables users to access the same files and applications from almost any device, because the computing and storage takes place on servers in a data center, instead of locally on the user’s device / machine.

The Benefits

• Cloud based solutions support a dispersed workforce, giving team’s access anytime and anywhere. Integration across multiple systems such as ERP, Sage and document management systems means work can continue uninterrupted.
  
  
• Without access to the cloud, businesses may face slow VPN connection, difficulty accessing shared folders and reduced collaboration between employees.
  
  
• Software in the Cloud is usually low maintenance, as any needed should be carried out by the service provider. System upgrades and any support needs are taken care of, freeing up IT departments.
  
  
•  Security can be provided above and beyond that of what a company could do on its own due to economies of scale and encryption on offer from many cloud back ups.

With cloud based software, employees have easy access to the information they need to do their jobs effectively and the leadership team have peace of mind of knowing their data is safe. 

7 Steps To Consider When Migrating Your Documents to the Cloud 

A Step-by-Step Guide to Migrating Your Documents to the Cloud

It is a very normal conversation for organisations to be looking at migrating their documents to the cloud. It is a strategic move that enhances accessibility, security, and operational efficiency. This 7 step guide provides a comprehensive approach to ensure a smooth transition to cloud-based document management.​

Step 1: Assess Your Current Document Management System

Begin by evaluating your existing document storage and management processes. Look at the amount of data you are holding and if it is all required and retention has been enforced. Identify inefficiencies, security vulnerabilities, and areas where accessibility can be improved. Understanding these aspects will help you determine the specific requirements for your cloud solution.​

Step 2: Define Clear Objectives

Establish what you aim to achieve by migrating your documents to the cloud. Objectives may include enhancing remote access, improving data security, reducing physical storage needs, or streamlining collaboration among teams. Clear goals will guide your selection of a cloud service that aligns with your business needs.​

Step 3: Choose the Right Cloud Document Management System

Selecting an appropriate cloud document management system (DMS) is crucial. Consider factors such as:

• Security Features: Ensure the system offers robust encryption, access controls, and compliance with data protection regulations.​
• Scalability: The system should accommodate your current document volume and scale as your business grows.
• Integration Capabilities: Opt for a DMS that integrates seamlessly with your existing software applications to maintain workflow continuity.​

DocTech offers a comprehensive cloud document management solution that meets these criteria, providing secure and scalable options tailored to various business needs. ​

Step 4: Plan the Migration Process

Develop a detailed migration plan that includes:

• Data Preparation: Organise and clean your existing documents, removing duplicates and outdated files.​
• Prioritisation: Decide which documents to migrate first, possibly starting with less critical data to test the process.​
• Timeline: Set realistic deadlines for each phase of the migration to minimise operational disruptions.​

Engaging with experienced professionals, like the team at DocTech, can provide valuable insights and support during this phase.

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Step 5: Train Your Team

Ensure that all employees are adequately trained on the new cloud DMS. Training should cover document retrieval, editing, sharing protocols, and security best practices. Proper training facilitates user adoption and maximises the benefits of the new system.​

Step 6: Implement and Monitor

Execute the migration according to your plan, starting with the prioritised documents. Monitor the process closely to address any issues promptly. After migration, continuously assess the system's performance and gather user feedback to make necessary adjustments.​

Step 7: Ensure Ongoing Maintenance and Support

Regularly update the cloud DMS to incorporate new features and security patches. Establish a support system to assist users with any challenges they may encounter. Ongoing maintenance ensures the system remains efficient and secure.​

Conclusion

Migrating your documents to the cloud is a transformative process that, when executed thoughtfully, can lead to significant improvements in efficiency, security, and accessibility. By following these steps and leveraging the expertise of seasoned professionals like DocTech, your organisation can navigate the migration smoothly and reap the long-term benefits of cloud document management.​ 

If you would like a chat about moving from on premise document storage or even a solution such as SharePoint to a dedicated cloud-based document management system, get in touch: info@doctech.co.uk 0161 647 7040.