The cloud is changing not only how we store documents, but how we create documents as well. Many companies are sending documents to their customers faster than ever before by implementing cloud storage into their company’s IT portfolio. And with the world’s recent adoption of remote working en masse, having templates and documents stored at your employees’ fingertips is more crucial than ever. So, let’s take a quick look at cloud based document automation.
“The cloud” is actually a bunch of servers that are accessed all over the internet, as well as the software and databases that run on those servers. Cloud servers are located physically all over the world. This is super convenient because companies no longer need to manage physical servers themselves or run apps on their own machines. Users can therefore access the same files and software from any device because all of the computer power takes place on remote servers instead of on a local device.
To go deeper, cloud computing relies on tech called “virtualization,” which creates virtual machines—simulated computers that behave as if they were physical computers with real-life hardware. You can even run many virtual machines at once, making one physical server act like many servers. Cloud vendors are able to serve many organizations’ storage needs at a relatively low cost.
One of the biggest reasons to switch to managing documents in the cloud is about integrating with the rest of the globe. Simply put, the more your business works internationally, the more your business needs the cloud. Utilizing the cloud means that your employees can share document templates among the team wherever they are on the planet.
How often have you thrown a Microsoft Word “template” on a shared drive and asked your coworkers to only use that template going forward? And how often is that template being used correctly? And can that template pull accurate, up-to-date info from your company’s datasources?
With the best document automation software, you’re ensuring that your documents are 100% compliant to your company’s standards, and that there are no human errors from copying and pasting. Within the template designer, you create tags that will pull information directly from your company’s datasource, even from apps like Salesforce.
Like some on-premise solutions, the cloud is a scalable platform that can grow as your company grows. However, using cloud and SaaS technology together is typically cheaper upfront than on-premise, and the monthly operating costs are lower. Switching over to a cloud based solution reduces IT costs and overhead because there is no more need to update and maintain their own servers—the cloud vendor handles that. Many businesses find cloud based solutions much more affordable, and make it so much easier for employees to access all of the company’s files wherever and whenever.
As cloud-based solutions become more advanced, hacking and security breaches become much more of a concern. However, the economy of scale makes those concerns almost obsolete. Cloud vendors like Google are huge, meaning you can utilize their cloud storage at minimal or even no cost.
And big companies like Google have the world’s best security experts working on their software to keep you and your data safe. Instead of your IT department rushing to install many security patches on their systems, your cloud vendor does this work for you, with less risk of human error.
In essence, storing your data on the cloud may be safer than storing it on a physical machine!
Furthermore, if a cloud vendor has one server go down, your cloud storage should still be online and available. Vendors typically utilize several machines over multiple regions to backup your data, so there is never a break in your usage!
Store and manage your templates in the cloud so that your employees can access and edit them at any time. Cost-effective, efficient, and easy-to-use!
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