You may not know it, but cloud storage is already present in your life: in email services, document editing, access to movies, and even food ordering.
But did you know that the cloud can also be allied to your business? Storing documents in the cloud is an excellent bet – lowering costs, increasing the agility of transactions and ensuring the security of your files.
Understanding cloud storage
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, however, the corporate service that deserves prominence are the System of Agreement platforms. With them, 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.
The benefits of storing your documents in the cloud
System of Agreement platforms are very practical. They are accessible and have intuitive dashboards, allowing you to perform actions like searching or sending files with few clicks. But this is only the beginning.
Here are the top 5 benefits of storing your documents in the cloud:
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 cloud storage, however, companies can hire smaller storage packages and, where necessary, increase its 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 sharing
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 each of these steps can be done directly from a computer or mobile phone. The files can still receive electronic signature and all the security, integrity and compliance that entails.
- Document history
The problem with paper is particularly apparent when its 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 the 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.
Business documents need special attention. Unauthorised access of sensitive files can lead to financial losses, not to mention the damage to the brand 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.
Mobility is not a new word. It indicates that various services and files can be accessed through Internet-connected devices, be they powerful desktop computers or smartphones and tablets.
In an increasingly connected world, the advantages are obvious. In addition to facilitating the home office, the mobility possible thanks to the cloud still allows managers to access important business information even when they are in transit, such as on a business trip.
In addition to allowing files to be consulted, 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 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 platform.