By now you know that storing large volumes of paper documents, except in a bank vault type of environment, is a time bomb: you don’t know when it’s going to blow up in your face but you know it will.
It’s a familiar feeling these days for many who find themselves quarantined at home trying to work while the paper documents they need gather dust in abandoned offices.
Scanning is the first step to making documents available anywhere, any time, but where do you store them? Many turn to cloud file sharing because it’s quick, free and easy, but there’s a downside. So what do you use instead?
Cloud File Sharing
Cloud File Sharing is used within many organizations because the base level is free, it’s easy to use and it allows you to quickly share files with people inside and outside the organization.
But as it grows, cloud file sharing tends to become harder to manage and control, making it difficult to quickly find documents and to ensure that only the right people have access. This increases the risk of your cloud file share becoming abandoned – much like SharePoint libraries.
Improper use of cloud file sharing can also lead to fun things like loss of data control, data leakage, BYOD, and snooping, as described in this blog post.
Who has time for data leakage?
Cloud Document Management
Document management was developed in the 1980s as on-premise software to replace paper documents and filing cabinets. Some on-premise document management has moved to the cloud while other versions were born there.
The Comparison
| Feature | Cloud Document Management | Cloud File Sharing* |
|---|---|---|
| Example Software | PSIsafe | DropBox, Google Drive, iCloud, OneDrive, etc. |
| Primary Role | Organization, Operation & Preservation | Storage |
| Quick Setup | Yes | Yes |
| Accessible Anytime, Anywhere | Yes | Yes |
| User Roles | Yes | No |
| Instant Searchability | Yes | Limited |
| Add/Delete Folders | Only If Defined User Role Allows | Anyone with a Login |
| User Synchronization | No | Yes |
| Security | Login, Per Folder & Per Document | Login |
| Document Metadata & Indexing | Yes | No |
| Document Check-In/Check-Out | Yes | No |
| Document Version Control | Yes | No |
| Document Alerts | Yes | No |
| Audit Trail | Yes | Limited |
| Workflow Automation | Simple to Advanced | None |
| eSignatures | Yes | No |
| Automated Retention Scheduling | Yes | No |
| Automated Document Retention | Yes | No |
| ERP/Accounting Software Integration | Yes | No |
| Auditor Self-Service | Yes | Yes |
| On-Premise Option | Yes | No |
| IT Support Required | No | No |
| Overseas Data Centers | Only if the Vendor Is Overseas | Often Used |
* Consumer level; enterprise-level offers additional functionality but is no longer free
See for Yourself
Technology evolves quickly so, by the time you read this, some information in both columns may have changed – so talk to us. A demo can help you determine if cloud document management software is right for you or if cloud file sharing is a better choice.
Contact us to learn more about cloud document management software
