The amount of data businesses produce and collect is so large that their cabinets and servers are running out of space. And with increasing pressure to keep IT costs down, purchasing more servers just because you have more data is not the best solution.
Anytime, anywhere access
The best solution is to store your files in the cloud because it allows businesses to use offsite servers hosted by cloud providers. To store and access files from these servers, users need only a reliable internet connection.
Given the trend of remote work and the popularity of mobile devices, employees no longer have to be at the office to work on documents stored on office servers. They’ll be able to pull up documents from their home, in a client’s office, and even another country.
Cloud storage also saves businesses a lot of money, because they don’t have to worry about purchasing, deploying, and maintaining in-house servers. Instead, for a small monthly fee you get a team of IT experts to proactively maintain your data, eliminating the need for a fully staffed IT department. All in all, this frees up your budget for other projects like streamlining financial workflows and improving customer service.
In addition to reducing hardware costs, you’ll also save thousands of dollars a year on paper. By digitizing files and storing them in cloud servers, you won’t have to purchase folders, cabinets, and other office supplies required for traditional storage systems.
What’s more, your data is centralized in the cloud, which makes life more convenient for employees. Instead of having to print out reams of paper documents when collaborating on projects with colleagues, everyone will have access to up-to-date versions of the shared file in the cloud. And thanks to all the smart search tools cloud-based apps provide, employees won’t have to sift through stacks looking for the files they need.
A widely held belief among cloud skeptics is that storing data in the cloud is unsafe, but this couldn’t be further from the truth.
Cloud servers are housed in secure facilities under the watchful eye of managed IT services providers who ensure both cyber and physical security. In addition, cloud servers are equipped with high-end firewalls, threat prevention tools, and encryption systems to protect data from a wide variety of attacks.
This is in stark contrast to data stored locally which doesn’t have the same level of protection. Small-business owners often don’t have the time to monitor their servers and archives around the clock. And due to budget constraints, cybersecurity usually consists of basic antivirus software which is not good enough in today’s highly sophisticated cyberthreat environment.
Saving files in the cloud offers a simple yet effective way to prepare for natural disasters, data breaches, and IT failures. That’s because cloud providers will backup your data on multiple servers so there’s always a retrievable copy of your data if one of their backup facilities goes down.
The days of storing files in local hard drives and filing cabinets are numbered. Cloud storage solutions offer a host of benefits that small-business owners cannot dismiss. That’s why if you’re running a small- or mid-sized operation, you should consider storing your files in the cloud right away.
With our cloud-based document management solution, PairSoft, you can expect all the benefits listed in this article and more. To learn how PairSoft has helped businesses, feel free to visit our case studies page.