There’s a long prevailing confusion regarding the actual difference between document management system and cloud storage. Both perform the basic function of storing your documents. But, there’s a lot more to document management system than just storing data.
Now, if your needs are limited and all you require is a cloud space to save and backup your photos, videos, documents and such files, cloud storages like Google Drive or Dropbox are a good option. But, when we are talking about businesses that are overflowing with valuable and confidential documents, there has to a guarantee for a high level of security.
Let’s take a closer look at what document management system has to offer apart from just cloud storage:
- Better Workflow:
With document management system like netdocuments, the workflow becomes efficient and well managed. Access can be restricted to certain people, who receive the right documents at the right time. A DMS helps in the smooth transition of documents from one employee to the next. It easily integrates with project management software which helps you to meet the deadlines, communicate effectively, increase productivity and keep track of all the documents. It also allows real-time editing which becomes extremely convenient and saves time.
- Better Integration:
A document management system provides you a single platform for data capturing, document editing and sharing with a better workflow. It allows third-party integration with popular software as well which assists in the seamless flow of data between different systems. It becomes very convenient for a user to locate and use the data from a single access point.
- Better Security:
Security is always a major concern when you are dealing with highly sensitive data. DMS provides every document with secure editing and sharing options. Only authorized users can access your documents if you allow them. You can also grant editing or view only permissions separately to other users so that your document is safe from unwanted changes. A history of who has edited or viewed the document is also made available to the administrator to avoid any discrepancies.
- Compliance:
A good document management system ensures compliance with government regulations and organizations such as FINRA, HIPPA or SEC. Records retention can be automatically scheduled and new documents such as forms, checklists can be easily managed. It simplifies this complex process of compliance by keeping the official paperwork up to date and easily accessible whenever the need arises.
- Track record:
Every change made in the document is recorded no matter how insignificant it may appear. As an organization, it is extremely important to keep track of who made what changes and when because each change can make a substantial impact on the business. The trail can be followed to easily discover errors and inefficiencies based on which you can take the necessary corrective measures.
In conclusion, a cloud storage is indeed a feasible option for your personal needs. But, if your requirements are more than just “storage” it’s better to opt for a good document management system. A good DMS provides you with a well-organized and secure platform for your corporate documents that will help in improving your business processes.