Storing files on personal computers and network drives is a good start towards achieving a structured digital filing system and can be used to store personal information, but managing the structure tends to depend to a great extent on personal preference and work style however in a profession environment where every user stores his own set of documents based on his own prefered structure the structure varies to a great extent and becomes difficult to access documents.
Having a structured filing system is crucial for faster accessibility of documents and smoother day-to-day operation of the organisation. This creates a need for central document repository and an organised filing system that can do this better than a Cloud Document Management System.
Cloud Document Management Software gives the advantage of providing a business with a central document repository shared between all its resources. Documents are made easily accessible and by avoiding duplications lesser space is needed to store them!
Storing documents on the cloud would make document management both convenient and secure and takes away a lot of pressure from your IT team as the data is stored and backed up on the Cloud by the Document Management provider and also reducing the upkeep cost and storage cost.
Using a Cloud document management systems instead of using own server to store documents improve document security from both types of threats deliberate and natural.
While there are a lot of ways to keep data secure most organisations lack the tools that are needed to mitigate the risks posed by external agencies which can be countered to a great extent with elaborate encryption algorithms and firewalls which the data centres are equipped with Similarly, risks arising out of natural disasters are also managed with a robust backup system since Cloud Document Management Providers make this one of their core responsibility to ensure data security and prevent any data loss.