There are many benefits to cloud-based document management systems (DMS). Possibilities occur when you are able to access data anytime, anywhere. But among the biggest benefits are its backup and recovery features. While document management services do digitize and help an office manage paperwork more efficiently, these electronic documents also need to be backed up as part of a business continuity plan. A non-existent or incomplete data backup plan can have an adverse fiscal and reputational impact on a company.
If you have ever had a hard drive crash, you know that it never comes at a convenient time. All of those important files you had can be lost in an instant, and unless you’ve prepared by backing up your hard drive, you may never be able to get any of those files back.
Cloud-based DMS allows for regular, automated backup to data centers with multiple points of presence — making the breaching of corporate or organizational information a near impossibility. These DMS-specific backup features also ensure information continuity for an organization in the event of office break-ins, a hard drive crash, or server going down. Cloud-based DMS automatically backs up files so that any potential disaster doesn’t interrupt your ability to conduct business as usual and ensures the continued survival of the organization.
Two additional, and important, things to think about when it comes to backup and recovery:
- Natural disasters: For most organizations, especially small and medium sized businesses, disaster recovery planning is a neglected, if not omitted part of daily operations. Despite this overwhelming need, disaster recovery planning is often consigned to the bottom of the business priority list in order to make room for more “pragmatic” and “profitable” activities. From hurricanes and earthquakes to wild fires, tornadoes, flooding and mudslides, most of us live in some type of disaster zone. In the aftermath of a natural disaster, many organizations are forced to declare bankruptcy and suspend operations after facing devastating losses. A cloud-based platform will insure that important documents are not lost and allows you to keep the business running remotely while you are physically unable to be in the office. That way business doesn’t come to a halt when bad weather strikes.
- Compliance: The growing complexity of operations and increased regulatory oversight makes an organization’s response to lost data even more relevant than ever before. Businesses must comply with many different legal standards and maintain secure systems to protect their customers’ important information. Using a secure, compliant DMS gives companies the peace of mind that their information and their customers’ information is being held in a safe and reliable, yet easily accessible, location.
Benoy Tamang is the CEO of Lehi, Utah-based eFileCabinet Inc. Founded in 2001, eFileCabinet, Inc. began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage and protect their data.