Finding the Right Cloud Based Document Management Software

Cloud based document management software may not be the best choice for every business. However, if its benefits do fit into your business structure, then there are many variations to consider. Each provider offers pros and cons. You need to go through these to find the ones that best meet your business’s needs. Important factors to be considered include the method of connection, file size and design.

Method of Connection to Document Manager

There are a few different methods you can use to connect to your document storage system. The top three are VPN, remote desktop and web client. A VPN connection is the easiest method, working seamlessly with the network you already have established. If you have many large files, however, it can be slow. The remote desktop, on the other hand, can work with the bigger files, but may not be compatible. For example, if you are working in one program, it can only be transferred to the same program. A web based document management system is the newest method to connect to the cloud. There are still file restriction limits, and there may be browser compatibility problems, but if your technology is up to date it has many benefits.

File Size to Document Storage System

Before you decide on the document manager to utilize, you should look over past files sizes to find your average. If your files are larger and range from 2.5-12 megabytes, the cloud may not be your best option. These size files are slow to transfer, causing lags and could accrue extra expenses due to storage size. In order to optimize your cloud experience with these files, you would need to only use black and white files with a low DPI. Ensure you look over the costs incurred with files these sizes, not only for storage, but for image cleanup and other offered functions.

Design of Document Management Software

The design will change the user friendliness of the cloud based document manager. You want to pick the best solution that will help to create the most efficient workspace for your company. If you need extra organization, then a well-managed interface works best. It will include automatic backup, as well as servicing of network equipment, among other functions. Look at how you want the cloud to work toward your productivity when searching through designs. You will also need to look at your document attributes to see how these can function within the document storage system. When you utilize functions such as Bar Code Recognition and OCR to enhance the cloud experience, you should do this locally. This can efficiently be done on a desktop, which then saves you space when uploaded to the cloud.

There are a variety of companies offering cloud based document management.  A couple examples are Amazon and Google. It is important you know precisely what you intend the function of your document manager should be. This, along with your average file sizes, will determine what is the right match for you. Even if you do have large documents, you can find the cloud experience is extremely versatile and customizable to fit your needs.

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Created on Dec 31st 1969 18:00. Viewed 0 times.

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