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.
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.
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.
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.
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.
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.
Selecting an appropriate cloud document management system (DMS) is crucial. Consider factors such as:
DocTech offers a comprehensive cloud document management solution that meets these criteria, providing secure and scalable options tailored to various business needs.
Develop a detailed migration plan that includes:
Engaging with experienced professionals, like the team at DocTech, can provide valuable insights and support during this phase.
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.
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.
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.
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.