Electronic records management has become much more accessible and budget friendly in the last few years. For businesses still relying on filing cabinets, storage facilities, or microfiche, managing information digitally can make everyday tasks easier and much more efficient.
Even so, getting started can feel like a major hurdle. The idea of servers, equipment, and complicated tech setups is often enough to stall the process before it even begins. Cloud based systems remove that barrier by handling the technical side for you, giving you a simple way to manage your records digitally without having to build or maintain anything yourself.
Understanding how these systems work, what to look for, and how they fit into your business is the first step. That’s exactly what this guide will help with.
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- What “the cloud” means in simple terms
- What a cloud based DMS is used for
- Key features to look for when choosing a system
- The benefits it can bring to your business
- Industry specific use cases for cloud document management
- How to transition from paper records to a DMS
- Common challenges and how to overcome them
By the end of this guide, you’ll have a clear understanding of how cloud document management works and how it can provide a more streamlined way of working with your records.
What is the Cloud?
The term “cloud” gets thrown around so often that it can start to feel like just another buzzword. But actually, all it refers to storing and accessing files on remote servers instead of keeping everything on a hard drive or an in-house server.
These servers are located in data centers around the world and are managed by the cloud service providers themselves, such as Amazon or DigitalOcean. Once your records are stored on those remote servers, and you access them through the internet, usually via SFTP or document management software. There’s no need to worry about the infrastructure, maintenance, or upgrades yourself. Everything is managed for you by your service provider.
This setup gives businesses an easy way to store their records and support their team, without dealing with the technical side of things. It’s a flexible, scalable approach that lets you increase storage as needed without purchasing or maintaining your own equipment.
Common Misconceptions About the Cloud
There are a few misunderstandings about what the cloud actually is. One of the most common is the idea that it’s a single place or a specific piece of equipment. The cloud isn’t one server or a physical location. It’s a large network of secure data centers that store and manage information behind the scenes.
Security is another area where confusion comes up. Some assume that storing records online is automatically risky. While any method of storing information has considerations, reputable cloud providers invest heavily in security. With the right setup and access controls, cloud storage can be one of the safest ways to store and manage large volumes of records.
What is a Cloud-Based Document Management System?
A cloud based document management system, often called a DMS, is a secure online platform used to store, organize, and manage records in one central place. Instead of keeping files in filing cabinets, storage rooms, or on local computers, a DMS stores them in the cloud so they can be accessed from anywhere with an internet connection and the right permissions.
A DMS is especially helpful for businesses that handle a high volume of records and need a reliable way to keep everything organized. It provides tools that make it easier to store, locate, share, and manage your records throughout their entire lifecycle.
Storing Documents
A DMS brings all of your records together in one place, making it much easier to keep track of what you have. While files are stored across secure servers behind the scenes, they appear within a single, easy to navigate system. If you need more storage, you can increase it without buying equipment or moving files around.
The “black box” nature of cloud storage is one of it’s main selling points, as you don’t need to worry about which specific hard drives or servers your data is stored on. Storage is provided on demand, offering flexibility and efficiency.
Indexing and Archiving
To help you find records quickly, a DMS allows you to add information like keywords or tags to each file. This is often done through metadata, such as invoice numbers, client names, dates, or any details that matter to your business. Organizing records this way makes searching faster and helps prevent misplaced or duplicated files.
This process, known as document indexing, is crucial for future retrieval and easy management.
Access Control
Not every employee needs access to every record. A DMS lets you set permissions (access control) so only the right people can view or work with certain documents. This protects sensitive information and keeps each user’s view clean and relevant to their role.
Collaboration
Paper records limit access to one person at a time, but a cloud based system allows multiple users to view what they need at the same time. Updates are available instantly to anyone with access, making teamwork smoother. This is especially helpful when employees are working across different locations.
Automation
A DMS can help with time consuming record related tasks. For example, it can assist with retention schedules, reminders for records that are due for review, or steps that need to happen before secure destruction. Automating these processes reduces manual work and helps keep your records organized and compliant over time.
The Benefits of a Cloud Based Document Management System
A cloud based document management system offers more than a convenient place to store records. It can improve the way your business works day to day, support your team, and give you more control over your information. Here are some of the key benefits.
Accessibility From Anywhere
Your team can access the records they need from any approved device, whether they’re at the office, working remotely, or visiting a client. This makes it easy to stay connected, pull up information quickly, and keep work moving no matter where they are.
Flexibility for Your Team
Storing records in the cloud gives businesses more flexibility in how and where teams work. It supports hybrid or remote setups, helps attract a wider range of talent, and makes it easier for people to collaborate.
Scalability as You Grow
As your business grows, so does the amount of information you need to keep. A cloud based document management system can scale up or down with you. If you need more storage or additional users, you can make adjustments, without investing in new hardware or reworking your entire setup.
Cost Savings
Moving your records to the cloud can help reduce costs. You can eliminate spending on physical storage, equipment, and in-house IT maintenance. And, since you only pay for the space you need, you never have to worry about unnecessary expenses or overages.
Strong Security and Protection
Reputable cloud providers invest heavily in protecting stored data. This often includes access controls, data encryption, routine backups, and built-in recovery options if something goes wrong. For most businesses, this level of protection is difficult and expensive to maintain on their own, making cloud storage a safer option than keeping records on-site.
Better Productivity
When records are stored digitally, they’re much easier to find. Quick searches replace time spent digging through filing cabinets or shared drives, giving employees more time to focus on meaningful work. Features like role-based access and collaboration tools also help keep tasks moving without bottlenecks.
Smarter Decision Making Through Better Data
Digital records make it easier to see the information that guides your decisions. You can monitor trends, track document activity, and keep records up to date with far less effort. With cleaner, more accurate data, you’re better equipped to make informed decisions about your business.
Industry Specific Uses for Cloud Document Management
Different industries manage records in different ways, and a cloud based system can make the process smoother no matter the field. Here are a few examples of how businesses in various industries use cloud document management to stay organized and work more efficiently.
Healthcare
Healthcare providers deal with a high volume of records that need to be accessed quickly and stored with care. A cloud based system helps staff find what they need without digging through paper charts, supports secure information sharing between offices, and reduces the time spent managing paperwork so that the main focus is on patient care instead of paperwork.
Legal
Law firms and legal departments need to manage case files, contracts, and sensitive documents that have to stay organized and easy to retrieve. A cloud based document management system keeps everything in order, makes it easier to prepare for cases, and helps staff locate information quickly. It also allows you to keep all your files in one place so nothing gets misplaced or lost.
Finance
Financial teams handle records that need to be protected and well organized. Storing documents online helps reduce the risk of misplaced paperwork and saves time when reviewing or updating files. Easy access to records also helps advisors, accountants, and back-office staff work more efficiently during audits, reviews, or client meetings.
Education
Schools, colleges, and universities keep everything from student files to administrative documents and course materials. A cloud based system makes it easier for staff to retrieve student records, share information when needed, and keep documents organized across departments. It also supports a smoother experience for students and faculty working remotely or across multiple campuses.
Construction and Engineering
Construction and engineering projects generate job site files, blueprints, permits, and revision documents that need to be kept up to date. A cloud system ensures teams are always looking at the most current version of each record, whether they’re in the office or onsite. It helps reduce delays, prevent version confusion, and speeds up communication between teams.
Government and Municipal Offices
Government agencies manage large volumes of public records, forms, and internal documents that often need to be accessed by multiple departments. Digitizing government records and storing them in the cloud helps reduce backlogs, shortens the time it takes to retrieve information, and creates a more organized and consistent way to manage files across locations or branches.
How to Transition from Paper to a Cloud Based DMS
Switching from paper records to a digital system is much easier when you break it into smaller, more manageable steps. Here’s a simple path to guide you through the transition.
1. Get Clear on What You Need
Take a look at how you currently store and use your records. Think about how much you keep, the types of documents you work with, and what would make accessing them easier. This helps you understand what you need from a digital system so you choose one that truly supports your team.
2. Choose a System That Fits Your Business
Explore a few DMS options and choose one that aligns with how your business works. Make sure it’s user friendly, can grow with you, and offers the level of security and access control you’re looking for. A quick demo or trial can help you see how it feels in practice.
3. Map Out Your Transition
Create a simple plan that outlines how you’ll move from paper to digital. Set a timeline, choose who will be involved, and decide which records will move over first. A little planning upfront keeps the process organized and stress free.
4. Digitize Your Paper Records
Start converting your paper files into digital files. You can scan documents internally or partner with a trusted scanning provider like SecureScan. We help you quickly convert your records into digital files and index them, so they’re ready to use in your new system from day one.
5. Prepare Your Team
Give your staff time to get comfortable with the new system. A short training session and a few helpful resources go a long way. Keep the introduction simple and focus on what they’ll use day to day.
6. Take It Step by Step
There’s no need to switch everything over at once. Begin with one department or one category of records, then expand as everyone gets comfortable. This gradual approach helps you make adjustments and build confidence along the way.
7. Check In and Improve as You Go
Once your digital system is up and running, keep an eye on how it’s working for your team. Ask for feedback, look for small tweaks that can make things even easier, and review your setup periodically to keep everything running smoothly.
Moving to a digital system is a big upgrade, and taking it one step at a time helps make the process easier. By following these steps, along with the right support, you can all but guarantee a successful transition.
Wrapping Things Up
Moving to a cloud based document management system is a big step, but you don’t need to do it alone. With the right support and a clear plan, the process is smooth, secure, and far easier than most people think.
At SecureScan, we have spent more than 22 years helping businesses digitize their records and build a strong foundation for cloud storage. Our team is trained, experienced, and here to guide you through each stage of the process.
Here’s how we help set you up for success:
High Volume Document Scanning
Whether you have a few boxes or a full warehouse of records, our scanning team can handle it. Your documents are converted into clear, high quality digital files you can use right away.
Document Indexing and Metadata Tagging
We organize your scanned records with detailed information that makes them easy to find. Invoice numbers, names, dates, and other details can be added during digitization so your files are searchable from day one.
Secure Handling and Care
Your records stay protected throughout the process. Our facility follows strict security practices, and every team member handling your documents is trained to work with confidential information.
If you’re ready to take the next step toward a more organized, accessible way of managing records, we’re here to help. Contact us to learn more or request a free quote from one of our scanning technicians, who will walk you through what the process could look like for your business.