How to choose the best cloud-based document management system

Many aspects of business have evolved over recent years with the shift toward more digital, hybrid workflows. Most notably, the way we handle, process, and store data has transitioned from paper files and on-site servers to cloud-based document management systems (DMS). The cloud offers several advantages, such as increased flexibility, accessibility, security, and disaster recovery. But with so many options out there, it can be difficult for companies to choose the best cloud-based document management system for their needs.

Kyocera offers a comprehensive solution that suits businesses looking for an efficient, easy-to-use, and reliable cloud DMS, Kyocera Cloud Information Manager (KCIM). Uncover the diverse advantages of KCIM and implement the ideal solution for your organization’s workflows.

Cloud-based document management is the future

Cloud content services are increasingly popular as companies expand over remote and hybrid locations, become more global, and make moves to tighten data security in an increasingly digital world. A good cloud DMS will offer diverse benefits to organizations, replacing paper and on-site systems as the future of content management. These advantages include:

• Security: The cloud employs advanced data security features such as encryption, access permissions, and disaster recovery capabilities to protect your confidential and important business information from being leaked, stolen, or lost in the event of a natural disaster or cyberattack.
• Efficiency: With a data capture solution like Kyocera Cloud Print and Scan (KCPS), employees can capture documents instantly with their mobile devices, send them straight to their chosen cloud-based DMS, be it KCIM or a third-party platform, and make them available to anyone else in the company with access permission within seconds. This process saves valuable time and streamlines workflows for optimal productivity.
• Flexibility: When you can access content from any location at any time, you can work on the go or from home without losing productivity. This mobility is ideal for hybrid work environments and allows employees to take advantage of more flexible work arrangements while remaining connected.
• Accessibility: Having digitized documents readily available in the cloud also allows for improved remote collaboration between team members who work in different locations. Quick and easy access to data enables all team members to make informed decisions and stay up to date with the latest developments in workflows.
• Scalability: The cloud grows with your company. Solutions such as KCIM have no limit on storage space, and you pay for what you use, so you can continue to grow without worrying about filling on-premises servers or filing spaces.
• Sustainability: Another advantage of reducing the use of paper across organizational workflows is that companies can reduce their carbon footprint by limiting printing to essential documents only. Using less paper and fewer consumables reduces waste, while running printing devices less frequently saves electricity. KCIM helps businesses meet sustainability goals.
• Cost-savings: Finally, eliminating on-site servers and reducing printing saves organizations the running and maintenance costs associated with these features. Digital workflows help companies to manage their resources better and focus their budget on more pressing areas of business. Employing cost-saving strategies with KCIM helps businesses maintain a competitive edge in the market.

How to choose the best cloud-based document management system

With so many cloud content management solutions out there, the choice can be overwhelming. There are several factors to keep in mind to ensure you are choosing the best cloud content services for your needs. For one thing, make sure you opt for a reliable and trusted provider. Research document management companies and ensure you are putting your DMS in good hands. Kyocera is an award-winning provider of comprehensive document solutions with a customer-first principle – we innovate with your needs in mind.

It is also important that your cloud-based DMS of choice works well with your existing systems, and that you can implement and run it smoothly. KCIM is simple to use, easy to implement, and integrates seamlessly with other cloud-based systems and your existing print environment so your processes are uninterrupted. You don’t need to be an expert in the cloud to get the most out of KCIM.

Consider the cost of implementation, training, and managing the cloud DMS as well. The more complex the system, the more likely you are to need to spend time training staff and implementing the system across departments in your company. This will also lead to more extensive and time-consuming onboarding processes, as well as employee resistance to change, which can cost businesses in time and productivity. It is important to employ good change management policies when implementing new technology in the workplace so your employees seize the opportunity to improve processes, rather than fearing or rejecting the change.

Kyocera is your partner in cloud content management

At Kyocera, we put our customers’ evolving needs at the heart of our product design and this is how we created our cloud document management solutions Kyocera Cloud Information Manager and Kyocera Cloud Print and Scan. They offer improved efficiency, security, accessibility, and flexibility to companies that employ hybrid work models. They’re also simple to use and cost-efficient to implement. If you’re ready to move to a cloud-based DMS, contact Kyocera today.