Cloud-based document management solutions are the best alternative to accommodate the mobile workforce. The real key in cloud is mobility, empowering users to leverage a unified central repository where all key data is securely stored. This means the cloud-based document management system you choose must offer:

  • Security Infrastructure: Guaranteeing electronic content is even more secure than typical paper storage is a top priority. Core security techniques such as geo-replication, redundancy and user/departmental security permissions are “must-have” features.
  • Search and Retrieval: Ensure you can review and access all data from a single location through most popular mobile devices, such as iPhone, iPad, Android or tablets.
  • Granular Search Functionality: Critical in ability to search via contact names, folders and keywords–turning document retrieval into a “no brainer.” The power to tag descriptions further eases identification and sorting. 
  • User Permissions: The focus on permissions provides the power to lock-down who can see what–and when. As project teams often expand and contract, the chosen solution must enable and disable access on-the-fly.
  • Enhanced Analytics: Ensure the solution empowers workflow management driven by customized reports on users, folders, and clients. 
  • Easy Integration/Interoperability: That is accessible via core systems, such as CRM, enables bottlenecks and weak links to be quickly identified as the system automates the entire workflow process.
  • Integrated Scanning: Beware of attempts to fit incompatible scanning on the front end. It’s all about ease-of-use and streamlining processes–so the solution must deliver mobile and zonal Optical Character Recognition (OCR) scanning, barcode and key word recognition.
And the best cloud-based document management systems aren’t merely internal–but offer the power of electronic content to customers as well. Align with a vendor delivering a self-service portal–so your customers can access documents any time of day or night–significantly reducing the number of customer service phone calls and emails. User-defined customer access is also perfect for the 24 x 7 nature of most businesses these days.

JONATHAN LINCOLN is VP of Marketing and Business Development for OfficeScope, a cloud-based document management solution powered by etfile, a leading provider of cutting edge enterprise content management and automated workflow technology for the paperless office.

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