Almost every business uses some form of cloud computing, even if it’s only web-based email or online storage. But one thing that a lot of businesses still aren’t taking advantage of is cloud-based document management. Documents must be stored securely yet easily accessible. Simplifying document-driven workflows is key to making critical business processes more efficient, but that doesn’t mean it’s always easy to get started.
Here are five pervasive myths and misconceptions that need to be dispelled before you can move your documents to the cloud:
#1. Anyone can access data hosted in the cloud
Data that’s hosted in the cloud is typically accessible from any location on any device, or at least that’s how most people understand it. What this doesn’t mean, however, is that data kept in the cloud is accessible to just anyone. It’s up to administrators to manage, grant, and revoke access rights to cloud resources, and a document management system (DMS) is no exception. Managers and executives retain full visibility into where their documents live and who has access to them. Cloud-hosted systems typically exist in the form of self-contained virtual machines, keeping data between DMS users separate even if they technically share the same servers.
#2. Security is entirely the cloud provider’s responsibility
Security remains a top concern for any cloud migration strategy and, chances are, business documents aren’t something you want outsiders to have access to. Top-notch DMS providers are responsible for protecting your data with advanced threat protections, encryption systems, and backups. But despite these robust security measures, you also share responsibility for safeguarding business information.
Most cloud data breaches fall to mismanaged access controls, which is why it’s important you implement security strategies of your own. This involves managing access rights and revoking them as necessary, enabling multifactor authentication to secure user accounts, and training staff to set longer and stronger passwords.
#3. You need to move everything to the cloud at once
Migrating everything to the cloud offers some important business benefits, such as the ability to create an entirely location-independent computing infrastructure that empowers increasingly remote workforces. But that doesn’t mean you need to move everything over to the cloud in one go. In fact, trying to do so is normally undesirable, since rushing the process can result in documents ending up in the wrong folders or, worse, getting lost altogether. An iterative process helps reduce risk and fix potential workflow issues before they become a more serious problem.
#4. Cloud migrations are quick and easy
Once your business is in the cloud, you’ll start realising the benefits immediately, though that doesn’t mean it’s a quick and easy transition. Given the increasing complexities of enterprise IT, there are multiple steps involved, such as evaluating your current systems and your security and compliance needs, as well as clearly defining your cloud-migration priorities. There may also be software integrations to think about to ensure documents flow seamlessly between your DMS software and other systems. It’s a process that requires careful guidance and the necessary expertise to reduce risk and keep downtime to a minimum.
#5. There are no hidden fees in the cloud
One of the most commonly cited benefits of cloud computing is the enormous cost reduction. But what most vendors don’t tell you about are the hidden costs tucked away in the small print of their service agreements. These additional expenses may include migration costs, unused resources, data egress fees, and extra storage. Vendors should always be transparent about their costs, while businesses should carefully evaluate the total cost of ownership (TCO) when migrating to a service-driven infrastructure. That way, you’ll be able to enjoy all the benefits of having a cloud-hosted DMS without unpleasant surprises.
Total Calibration provides technology expertise and cutting-edge DMS solutions that transform Australian businesses and drive growth. Get started today by scheduling your first consultation.
