Today’s digital economy requires unfettered, continual connectivity. There is a growing expectation that employees will constantly be connected to people and documents alike. Whether to quickly respond to customers, close a big deal, or handle daily operations, employees need the ability to access to their data at all times, from any location.
However, many businesses in Canada still store their files on a central server, physically located in their office. This means important data saved on the server is inaccessible outside the office walls. And let’s not forget about the files saved as attachments in an email, or on a USB drive, or shoved in boxes in a storage room that is costing your business money. Not only does this set-up limit mobility and hinder productivity, chances are your files probably aren’t under lock and key, which raises the question, how secure are they? Furthermore, what if your server crashes at night and you lose access to your files? Who will be there to fix it? As for the paper files in the storage room, what happens if a natural disaster strikes and everything is destroyed? Do you have sufficient backups? What will this mean for the future of your business?
At the end of the day, you should worry less about these technical issues and more about making your business successful. The goal of technology is not to complicate your life, but it should make you more productive, and moving your important data to the cloud will do just that.
To illustrate the benefits of cloud-based document management, we’ve put together our top 5 reasons why moving to the to the cloud should be an essential part of your business plan.
1. It makes life easier, in and out of the office
Like we said, technology should not complicate your life. In fact, it should do the exact opposite: it should simplify the way you do things and make you more productive.
Think about the times you needed an important file but it was either saved on the server at your office or tucked away in one of the hundreds of boxes in a storage room. Remember how time consuming it was to retrieve those files? With cloud-based document management, you can retrieve your information on the fly with the click of a button. Whether working from your office, your home, or a beach in Mexico, if you have an internet connection you will be able to access the files you need.
If you’re considering a cloud-based solution to solve your document storage and management problems, there is no better time than the present to transition. Not only will it give employees the flexibility they crave, it will allow you to focus on what matters: growing your business and responding to the needs of your clients.
2. Collaboration is key
Have you ever considered how technology can help bring your team together, strengthen collaboration and break down restrictive silos? Cloud-based document storage and management does just that. With all of your business’s files securely stored in the cloud, gone are the days when employees saved files in a personal folder on their desktop or on a USB stick that no one else could access.
Cloud-based storage creates an easier platform to share documents and ensures that all employees have access to the same information. Rather than emailing a document back and forth, employees can securely access and edit the file online and save their edits directly to the platform. With revision history tracked, your team knows exactly who revised the document and when. This transparency will improve your organization’s collaboration and efficiency, and will also have an important impact on your business’s bottom line.
3. Put your mind at ease knowing your data is stored securely in the cloud
What would happen if a natural disaster destroyed your files? The Paperless Project reports that, “More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.” Is this the scenario for your business? If it is, you clearly aren’t alone.
Moving to a cloud-based document management software will allow you to seamlessly backup and store your files. Not only does this protect your important information should disaster strike, it also protects it from falling into the wrong hands.
When storing data in the cloud, jurisdiction matters. According to the Office of the Privacy Commissioner of Canada,
“organizations should consider the sensitivity of the personal information they plan to outsource and evaluate the potential risks that may occur when moving personal information outside the country. Organizations need to recognize that personal information that is transferred to another country is subject to the laws of that jurisdiction. It is important to understand where the data will reside to fully comprehend the legal regimes for protecting personal information, and the circumstances under which data may be accessed by foreign courts, government agencies, and law enforcement.”
Canada and the United States have different data laws in place, so when selecting a cloud-based storage provider, it’s important to keep the law in mind. By selecting a PIPEDA compliant cloud-based storage provider, you’ll keep your data on Canadian soil, where it will not be subject to the jurisdiction regulations of other countries.
4. Cost-effective to your bottom line
According to the Canadian Business article, The closing chapter for paper, “the average North American office worker uses 10,000 sheets of paper a year.”
Say it costs 10 cents each time one of your employees prints or photocopies a page. Multiply that by 200 pages per week. Over the course of the year that equates to over 10,000 pages at a cost of approximately $1000 per employee. And that’s just the cost to print, it doesn’t even factor in the cost of the paper itself. Or the ink, file folders, labels, cabinets, and whatever else you need to store your files. You get the idea, the costs add up quickly.
Moving your files to a cloud-based document management platform doesn’t just make storing your files easier, it also reduces your company’s overhead costs. It is said that time is money; when it comes to digitizing your office, you’ll be saving both. Furthermore, long-term technology budgeting can be complicated and unpredictable. With rapid industry innovation, what you budget for in January could easily become obsolete by December. You can mitigate a lot of this risk by using third-party service providers. As you shift from a capital to an operating expenditure, your budget will become more predictable.
Fill your business technology needs with third-party services and you will avoid the required three-year investment cycle for hardware that becomes obsolete or breaks at the most inopportune time. By pushing your Canadian business technology into the cloud, you can get back to focusing on your core competencies.
5. It’s environmentally friendly
Moving to cloud-based storage doesn’t just benefit your business, the environment will benefit as well. According to, The Paperless Project, “Pulp and paper is the third largest industrial polluter to air, water and land in both Canada and the United States, and releases well over 100 million kg of toxic pollution each year.”
By creating a paperless office (or near-paperless if completely pulling the plug on your faithful printer is not yet feasible) it will lead to a reduction in waste and lower your office’s carbon footprint.
As you reflect on the 5 points noted above, consider how a cloud-based document management solution, like Docmaster, is an essential tool for your business.
We are operating in a time when people are constantly connected to people and information. Between smartphones, tablets, and laptops, we are privy to so much information at our fingertips. Your work-related documentation can and should be no exception. Embrace technology and eliminate unnecessary worry by storing your files in the cloud. In doing so, gone are concerns of servers crashing, natural disasters destroying years of important documentation, and the limitations in accessing your information while on the road.
Storing your files with Docmaster’s secure cloud-based software means you will be more responsive to your clients needs, more productive in the office, and it will create a more cost -effective, collaborative environment for your team.
To find out more about how Docmaster can help your business with its cloud-based document storage and management needs, click here to contact us and set up a free consultation.
Docmaster offers secure, cloud-based document management and storage for businesses in Canada. Docmaster makes working, storing and managing your business in the cloud safe, secure and easy. Your privacy guaranteed, so you can focus on what matters most – serving the needs of your clients. Interested in learning more? Email email@example.com to find a solution for your document management needs.