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.
There is an expression, “The only constant is change.” That certainly appears to be true in 2020, and especially so for communicators in almost every industry

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