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Document Management and the Cloud

Fahmida Ozair, CEO, SoftAge, a leading provider of  solutions and services in document process management explains the new synergies between Document Management and the Cloud.....

Cloud Technology and Document Management Systems,  reinforce each other, improving process operations in enterprises and companies. Document management system is a technology that facilitates effective management of documents, records and information. This system automates the processes associated with electronic documents. While this system assisted in eradicating paper oriented models of operations, its migration to the virtual platform was rapid. Hence, cloud platforms became the prominent platform for enterprises as they offer an intrinsic infrastructure for DMS and other assistance.
The cloud sphere provides an exhaustive infrastructure for applications, storage, software and operations on them without the requirement of a physical infrastructure. In fact, there are physical structures involved in the cloud sphere too, but the maintenance costs of the servers are backed by the service providers. Cloud service providers such as Amazon, Microsoft and others manage servers across multiple locations over the globe. Enterprises buy Cloud space from these providers on a very limited amount of investment compared to the cost of maintaining a personal server. On the other hand, the requirement for investment for maintaining an IT infrastructure is cropped away by using these cloud platforms. Apart from cost reduction these platforms assist to carry out comprehensive operational procedures leveraging efficiency and agility in process models.
Cloud based Document Management System adds dynamic functionalities to process operations. It has brought forth new facets to workspace, incorporating new practices and traits. Office and workspaces has emerged to be agile, flexible and more competent. Some of the prevalent traits that have evolved due to this are: centralization of data, easy accessibility, tough security, increased productivity and high flexibility according to diverse requirements of the system.
In Cloud based Document management systems quick accessibility of information and documents is possible. Unlike paper based models where one would require almost an hour to search a particular document, in DMS, any information or document could be accessed within no time. What Cloud computing augments in this service is, it increases the reach of accessibility. By migration of this system to cloud domain, users can access documents from anywhere and anytime via any device that can access the service. This aspect has rendered a transformed workspace. Mobile devices such as I pads are gradually becoming prominent in enterprises driving them to be agile. With the advent of cloud document management system, it is possible to access any document from anywhere optimizing the speed of operations. One may operate from home and take their workspace anywhere they move.
Security considerations
Security structure in enterprises has become more intrinsic with improved accountability and monitoring. In DMS systems, authorization can be implemented that restricts or permits accessibility. Implementing this system in the cloud domain integrates it with enhanced security protocols and infrastructures. Security being one of the major concerns in cloud sphere is developed to be convoluted and resilient. Once an enterprise management system is migrated to cloud its security becomes a concern of the service provider. These are consumer oriented and are with high security features that protects business data. The security architecture in cloud domain is implemented to prevent multifarious security breaches. Security in this domain is includes the broad set of policies, technology and security controls. Apart from strenuous physical measures such as biometrics, technology and data integrity in software or application level is maintained within multilayered architecture and protocols. Further, recovery of data is ensured in case of any natural calamity or mishap. In this system documents are saved automatically after any updates. They can be retrieved quickly from the previously saved condition.
Collaboration is the key
Collaboration is easier in cloud based DMS. Sharing of documents, editing and other operations in documents is quicker in this platform. This increases productivity of employees and as a result, the enterprise. Operations such as approval of documents are rapid in this system and the time requirements for such processes are reduced from hours to minutes. Productivity is also augmented due to the advent of traits such as mobile devices. Increasing the range of quick accessibility, they help in agile methodology. This also helps to make decisions better by increasing the reach to information.
Workflow automation is another trend which is being introduced by systems such as the cloud DMS. Automation consists of reparable operation patterns that are enabled by systematic organization of information and documents. It is a sequence of operation that is distributed among a group. Such automated mechanisms are supported by systems such as the DMS. The advent of workflow automation has made processes and operations in enterprises agile and dynamic. Also, the cloud availability of this service has made it accessible via mobile devices. Complex mechanisms can be implemented by this technique by processing several operations in a same document sequentially. These systems assist in integrity of hierarchies and transfer of documents from a process to other.
April 21 2015




    


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