Deciphering the difference between cloud storage and document management system can feel like trying to understand a foreign language. Both offer digital storage solutions, but how do they truly differ, and which one is right for you?
Cloud storage has become a buzzword, or well buzzwords, offering an easy way to free up device space while ensuring your files are accessible from anywhere with an internet connection. But is that where the story ends? Not quite. DM solutions offer a powerhouse of capabilities that go beyond mere storage, transforming the way you organise, manage, and access your data.
Cloud Storage vs Document Management System
As we unravel the distinct features of DM solutions, you’ll discover why they are the next big leap from traditional cloud storage, particularly for professional applications. So, let’s dive into the key differences:
- Collaboration: Cloud storage offers the basics, allowing for file sharing. However, DM solutions take collaboration to the next level. Imagine working on a project report that requires inputs from various team members. With a DM solution like Kefron DM, your team can co-author the document in real-time, tracking changes, leaving comments, and assigning tasks right within the document from anywhere. It facilitates remote working and means no more version confusion or overlapping edits, just streamlined, efficient workflows.
Sharing documents over email has been proven to be unsafe time and time again. In 2022, 60% of organisations experienced data loss or exfiltration from an employee mistake on email. This isn’t an issue with DM systems as colleagues and 3rd parties can collaborate on documents in real time so no more data loss because of having to send documents over other channels.
- Control: DM solutions elevate your control over data. Picture a scenario where you’ve made extensive changes to a document, only to realise you need to refer back to an earlier version. While cloud storage might make this a struggle, DM systems simplify this process, allowing for easy retrieval and comparison of document versions. Moreover, DM solutions identify and delete redundant documents.
In a recent study, 56% of those surveyed admit they’ve accidentally deleted files hosted in the cloud, and as many as 1 in 5 said they do so multiple times per week. A DM solution makes it easy to recover accidentally deleted documents, saving precious time and preventing data loss.
- Security: DM systems provide advanced security measures beyond what typical cloud storage offers. Let’s say you need to transfer sensitive company data to a remote worker. A DM system fortifies this process with encryption for data both at rest and in transit, ensuring your data’s integrity. Additionally, with regular data backups and robust disaster recovery measures, your data remains protected and accessible even in the event of system failures.
- Compliance: DM solutions are designed with regulatory compliance in mind. For instance, GDPR requires companies to retain certain documents for specific periods. Meta was fined over €1 billion in Ireland in 2022 because they breached GDPR. DM solutions make this easy by enabling organisations to set retention policies that ensure documents are deleted only when compliance allows. A complete audit trail is maintained for each document, enhancing transparency and making audits a breeze.
- Integration: Unlike cloud storage, DM solutions smoothly integrate with other business systems such as CRM or ERP. For example, if your company extensively uses Microsoft Office Suite, integrating it with a DM solution like Kefron DM allows for seamless information management between systems. This integration reduces the need for duplicating efforts across platforms, streamlining your workflows, and saving you from the tedious task of copying and pasting information repetitively.
While cloud storage is perfect for personal use, DM solutions are designed for professionals seeking comprehensive document management throughout their lifecycle. So, are you ready to revolutionise your data management? Jump onto the DM bandwagon and transform the way you manage, control, and secure your documents with Kefron DM. Or read our informative blog on the benefits of DM systems!