5 reasons to store your documents in the cloud
5 reasons to store your documents in the cloud
Wondering whether your business should store documents in the cloud? Storing your documents in the cloud is an excellent choice for businesses that need online document storage. Cloud file storage can lower costs, increase the agility of transactions and ensure the security of your files.
What is cloud storage?
This term refers to a cloud computing model where data is stored, managed and backed up remotely in online spaces.
We’re talking about storing documents in the cloud because the files are no longer being placed on their own physical servers but instead allocated to third-party servers, such as Google, Microsoft or Amazon. It is their duty to ensure that data is always available and is not corrupted or accessed by unauthorised persons.
There are a number of systems that use cloud computing that you probably already come across day-to-day. You listen to music on Spotify that is not saved on your phone, and you can access images in Google Photos using any device connected to the internet.
When we talk about document management in the cloud, however, there are a number of services that deserve prominence. Through the implementation of a modern system of agreement, you can create documents, electronically sign them, share them with the right people, and keep all the information in each of these transactions in the cloud. This technology is accessible and has intuitive dashboards, allowing you to perform actions like searching or sending files with few clicks. But this is only the beginning. There are many benefits of storing your documents in the cloud.
Here are 5 of the top reasons to store your documents in the cloud:
You can easily save online document storage space. When physical servers were the norm, the first problem was obvious: space constraint. If the company bought hardware to store 100 terabytes and a few months later all that space was already utilised, there would only be two options – cleaning the documents or acquiring more hardware.
With file cloud storage, however, companies can hire smaller storage packages and, where necessary, increase digital storage space.
What is most interesting is that this process is scalable and doubling your storage capacity does not mean that all contract values will be doubled.
Ease of file sharing
The cloud makes file sharing and storage easier. Let’s be honest; dealing with digital files is much more practical and inexpensive than with physical documents. Companies that use paper processes need to do the time-consuming and repetitive work of printing files, checking them, chasing wet signatures, receiving the necessary authentication and posting the final documents.
When files are digital, the processing of documents is much more agile, since you can easily share documents from the cloud directly from a computer or mobile phone. When your documents are saved in the cloud, you and your customers can easily access and sign the documents at any time. It’s easy to sign and return documents in a few clicks. The files can receive an electronic signature and all the security, integrity and compliance that entails.
Online storage and document history
The problem with paper is particularly apparent when it’s staring you in the face: a room with several cabinets, drawers and folders has already entered the popular imagination as a symbol of bureaucracy and hindering of processes.
With files stored in the cloud, the expenses previously spent on maintaining an adequate physical space evaporate. All files are on the vendor’s server, and as they are scanned, the search process quickens. This is because the system is able to separate documents according to relevant information, such as creation and submission date, file type, or people involved in a process. What you need can be found with just a few clicks.
Cloud storage is secure
Business documents need to be secure. Unauthorised access of sensitive files can lead to financial losses, not to mention potential brand damage due to a lack of trust. The good news is that cloud services are secure and there are a number of features and processes to ensure both availability and data integrity.
Each file, for example, is duplicated by the vendor. That is, a document is on at least two servers in the cloud so, if one is offline (due to maintenance, for example), you can still find your document. This also ensures that a file is not lost if a server crashes.
It is also worth remembering that cloud services are managed by large companies, capable of meeting both legal security requirements and having the teams and resources to combat invasion attempts. For instance; all of your transactions are securely stored in the cloud when you use DocuSign and you can also access and store documents to DropBox, OneDrive, Google Drive, Salesforce and more.
Document management in the cloud via mobile
In an increasingly connected world, it’s important for those outside of the office to be able to access documents in the cloud, especially if working remotely at home or on a business trip. It’s important to allow managers to access important business information even when on the move via mobile.
In addition to allowing files to be accessed, it is also possible to carry out strategic actions, such as sending commercial proposals or even contracts ready to be signed. Here, the process can be even faster with the use of an electronic signature, which can be done on the phone itself and is much cheaper than printing and sending physical files.
Learn more about document storage in the cloud with a free trial of the DocuSign eSignature platform.