Over the last few years, cloud technology has become a must-have for many organisations. In fact, 92% of companies have adopted a multi-cloud strategy. At the same time, 80% of employees are actively asking for files to be shared in the cloud. And that's normal, because it has many advantages. However, it also presents some challenges, and it's vital to be aware of these in order to manage it effectively. Discover the advantages and disadvantages of document management in the cloud with PDFSmart!
What is document management in the cloud?
Cloud document management involves storing, managing and sharing digital files via an online service. This is in contrast to more traditional management on local servers or physical storage devices (hard disk, for example). With the Cloud, users can access documents from anywhere, as long as they have an Internet connection. So there are no geographical limits.
Several platforms dominate the Cloud document management market. These include :
- Google Drive: Part of the Google Workspace suite, it offers real-time collaboration tools and integration with other Google services.
- Dropbox: Known for its ease of use and robust file-sharing features, Dropbox is ideal for businesses looking for a simple, effective solution.
- OneDrive: An integral part of the Microsoft ecosystem, OneDrive is often preferred by organisations already using Microsoft Office and Teams.
- Box: Specialising in business solutions, Box offers advanced security and compliance features for regulated sectors.
Each of these platforms offers unique advantages for optimising the electronic management of digital documents. But what exactly are they?
Advantages of document management in the cloud
Accessibility and collaborative working
As we have seen, one of the main advantages of document management in the cloud is accessibility. You can access electronic documents from anywhere with an Internet connection. This is crucial in modern working environments, with teleworking, hybrid working, business travel... In short, for remote teams.
Flexibility
Cloud solutions are highly scalable. In other words, you can adjust your functionality according to your needs. You can, for example, upgrade a subscription plan to change the number of users or get more advanced add-ons. And all without any hardware constraints. So you can avoid costly initial investment (purchase of servers, software licences, etc.) and manage your growth as you see fit.
Lower costs
Adopting a Cloud environment reduces the costs associated with managing business documents, particularly those linked to paper. Printing, postage, physical archiving... the days of paperless document management are over. Not to mention the end of the costs associated with server maintenance and hardware upgrades.
Protecting the environment
Document management in the cloud could eliminate around 12.1 trillion sheets of paper used in offices every year. Beyond the paper aspect, using the Cloud means saying goodbye to on-site servers, which are very large consumers of energy. What's more, Cloud-native applications consume less infrastructure, physical space and energy per user. We can go even further by linking the Cloud to the development of teleworking. This means less pollution generated by cars, as people no longer have to travel every day.
Enhanced security
Cloud service providers are investing heavily in advanced security measures. These include encryption of stored and transferred data, strict role-based access rights, and robust online backup and data recovery protocols. These practices ensure that sensitive documents are protected against unauthorised access and data loss, creating a much stronger line of defence than physical documents and most local servers.
Disadvantages of document management in the cloud
Dependency on external factors
Document management in the Cloud is dependent on two things:
- the internet connection
- the provider
In the event of a breakdown or slow Internet connection, access to documents may be compromised. This can hamper employee productivity, especially in regions where Internet access is irregular or of poor quality.
Similarly, businesses need to rely on the continuity and reliability of suppliers. Any change in service conditions, pricing policies, or worse, a supplier going out of business, can have a significant impact on access to documents and business continuity.
Security and confidentiality concerns
Despite heavy investment in security by cloud providers, the risks of data breaches or cyber attacks still exist. These risks are accentuated if suppliers do not comply with local security standards and regulations. Choosing a supplier therefore requires a rigorous assessment of its compliance and security practices.
Limited customisation
Cloud-based document management solutions offer limited customisation compared to on-premise systems. Indeed, configurable options may be insufficient to meet the specific needs of businesses, particularly those operating in highly specialised or regulated sectors.
PDFSmart: the PDF document management tool in the Cloud
PDFSmart offers a complete suite of tools for creating, editing, signing and sharing PDFs in total security. All directly online, with no software installation required. You can create PDFs from scratch or convert other file formats to PDF. You can also edit PDF documents (merge, split, rotate, compress, secure, etc.). But one of PDFSmart's key features is its electronic signature tool.
And it does all this in a completely paperless way. What's more, PDFSmart makes it easy to save and share PDF documents using a cloud storage service such as Google Drive, Box, Dropbox and so on.
As well as being accessible and easy to use, PDFSmart is secure. Every PDF file uploaded to the platform is protected by a high-quality encryption system. You can edit any type of document, even the most confidential ones, with complete peace of mind.
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