With the onset of new technology comes a great deal of learning for most individuals. For, even those whom have worked in IT for years may have never worked with cloud document management. While this is the case, those having worked with basic document management are most likely going to have a better understanding of this new technology than others. Although, most still need to at least complete an online tutorial in order to get the most out of this new remote storage feature.
To understand this new storage system, one must first understand the concept of document management. In most cases, this indicates a filing system where documents, drawings, proposals, specs and other information are stored on an ongoing basis. In some cases, these materials are sent to archival houses when storage reaches a specific capacity, or depending on size, a business runs out of storage space. Depending on whether or not a document may need to be edited should also be considered before storing at a remote archival location.
Some government entities such as the IRS require that certain businesses keep files on hand for a number of years. As such, working with this new technology can eliminate the need for excessive storage space in a home office or business. In some cases, there are specific requirements as to how documentations and other items are stored. As such, file owners need always inquire as to whether or not cloud protocols related to management and storage meet these requirements.
More recently, thumb and other remote drives have been used to store data for easy access. Although, as this is not secure as physical storage, most still maintain backup copies. As such, work is often duplicated in order to assure documents are on hand when and if needed whether for editing, by the IRS or local company affiliates.
Using this technology, individuals and companies can save a lot of time and money. For, there is often no need to make a set of copies when one can print an original document upon request. In addition, as there are features which can allow individuals to share and work on documents, companies can save a great deal of money by eliminating group meetings in order to make changes.
Still, like with all data storage systems, there remains a security risk. As there can also be down time due to natural disasters or power outages, it is often advised that owners keep a back up file on a local USB or hard drive. As such, to assure access to a document at all times, it is always good to have a back-up copy stored in a different location.
Ultimately, individuals and businesses must decide if this type storage is safe and secure for the type of information being stored. In most cases, the cloud is as safe as any other storage method. Although, with hackers and others always working to obtain personal information, as with any other storage system, there is always a risk when it comes to others obtaining access.
To understand this new storage system, one must first understand the concept of document management. In most cases, this indicates a filing system where documents, drawings, proposals, specs and other information are stored on an ongoing basis. In some cases, these materials are sent to archival houses when storage reaches a specific capacity, or depending on size, a business runs out of storage space. Depending on whether or not a document may need to be edited should also be considered before storing at a remote archival location.
Some government entities such as the IRS require that certain businesses keep files on hand for a number of years. As such, working with this new technology can eliminate the need for excessive storage space in a home office or business. In some cases, there are specific requirements as to how documentations and other items are stored. As such, file owners need always inquire as to whether or not cloud protocols related to management and storage meet these requirements.
More recently, thumb and other remote drives have been used to store data for easy access. Although, as this is not secure as physical storage, most still maintain backup copies. As such, work is often duplicated in order to assure documents are on hand when and if needed whether for editing, by the IRS or local company affiliates.
Using this technology, individuals and companies can save a lot of time and money. For, there is often no need to make a set of copies when one can print an original document upon request. In addition, as there are features which can allow individuals to share and work on documents, companies can save a great deal of money by eliminating group meetings in order to make changes.
Still, like with all data storage systems, there remains a security risk. As there can also be down time due to natural disasters or power outages, it is often advised that owners keep a back up file on a local USB or hard drive. As such, to assure access to a document at all times, it is always good to have a back-up copy stored in a different location.
Ultimately, individuals and businesses must decide if this type storage is safe and secure for the type of information being stored. In most cases, the cloud is as safe as any other storage method. Although, with hackers and others always working to obtain personal information, as with any other storage system, there is always a risk when it comes to others obtaining access.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Education Paper Scanning he suggests you visit his friend's to learn more.
No comments:
Post a Comment