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As businesses and individuals migrate to ever-smaller technology, cloud storage becomes more of a viable option than in years past. It has changed the face of IT because it means there is now less of a need to upgrade computing equipment to keep up with the demands of more data. It also relieves individual and small business users of needing complicated network setups to be able to collaborate on documents with their colleagues. Now the only thing needed is a computer or device with Internet access and your virtual drive.

Cloud Adds Many Benefits to Document Management

There are many benefits beyond equipment cost savings to using the cloud to create, share, and modify your documents. Businesses run much more efficiently having all their frequently used documents in one easy-to-access place and there is a higher degree of security in cloud computing than there is in using a local server. Access is typically faster and smoother with practically zero chance of down time. It is also just as easy to access a document in the cloud as it is on your local hard drive.

Managing documents in the cloud gives you the powerful tools you expect, with a level of simplicity you may not have realized was possible with new technology. The most basic cloud services look and feel no different from accessing a network drive, but they are generally easier to organize by project and date. Cloud services also contain features that make document management more efficient, including automatic saves and backups, and the ability to scale your storage space to the size you need when you need it.

Tools Make Document Management Second-Nature

Cloud services like Microsoft Azure, EC2, GoGrid, OpSource Cloud, and Storm On Demand are ranked by users as being 100% reliable and are among the most commonly used by businesses. With these and other cloud services, you can grant document access by group or by individual user. There are also dedicated cloud document management software bundles that can be purchased inexpensively, including DocuXplorer.

Between the cloud service itself and additional management services, all which remain less expensive in the long run over the cost of equipment and its maintenance, records management becomes highly automated. Documents can be organized across workspaces or folders and searching for a particular document is as easy as typing in a portion of the name or group it belongs to. Searches can also include in-document text or Boolean phrasing.

With many cloud document management services, you can also keep your virtual workspace clean by defining retention policies and automatic archiving based on the last date of access. Automatic notifications will alert you of updates to a document you are collaborating on so you can stay current on progress. Your cloud documents also allow you to track who has edited the document and when, by automatically keeping impeccable access records through an audit trail.

Cloud computing is here to stay because of the myriad benefits it provides for businesses in terms of cost savings, increased workflow, and increased efficiency. Because managing your documents on the cloud is so highly automated, it removes the need for a dedicated data management team while allowing much more room for creativity and productivity. Consider also the fact that cloud drives can be accessed from anywhere, on any device, and every employee now has a mobile office that is online and accessible 24 hours a day.

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