It’s like that time you attempted to fist bump a coworker but he tried to “high-five” you instead. Many employees and organizations are finding themselves in that same awkward position. While the technological needs and corporate culture is shifting, some companies haven’t budged from a traditional mindset — much less thought about cloud content management.
As a result of using systems that don’t offer any flexibility nor allow content to be accessed across devices or locations, employees are having to root through various repositories in order to find necessary information to complete an assignment or respond to a customer request.
There is a way to increase productivity, decision-making and compliance by managing content in the cloud. Here are 5 advantages:
1.) The workplace is changing
The “workplace” doesn’t always constitute a cubicle or an office building. People now work from coffee shops, airports and home offices.
According to Gallup’s State of the American Workplace Report, 43% of Americans said they spent at least some time working remotely last year, up from 39% in 2012.
Most people work within a team environment, making collaboration necessary. Cloud content management platforms enable critical access to business data across devices and applications so teams can not only share information but help vendors and customers.
2.) The price is right
While an Enterprise Content Management (ECM) system may work great for large enterprises, small businesses can’t afford this solution. Web-based cloud content management platforms are more affordable as they operate on a per-user basis. A cloud content management system is also scalable to accommodate your changing business demands.
3.) But what about security?
Keeping sensitive business content safe is immensely important to any organization. While businesses keep records management, audit trails and other sensitive information outside the cloud content management domain, consultants dedicated to helping companies keep their content in one place are emerging.
However, many companies adopt a hybrid cloud content management strategy to feel “safer” keeping regulated data hosted in-house while using cloud services for information that requires less secure measures.
4.) No software upgrades
Juggling the necessities workers need to do their jobs while addressing factors to ensure a flexible workspace bogs down many IT departments. Maintaining less servers and installing less upgrades allows them to focus on driving a company’s ability to innovate and think strategically.
Cloud content management systems can update seamlessly and frequently, carrying far less risk with implementation and execution. The on-demand nature of cloud and SaaS systems make such events nearly risk-free in terms of time and money.
5.) Eager users ensure adoption
Because of sites like YouTube, Flickr and Facebook, users are accustomed to working with tools that are easy to use and quick to learn. Today’s workers – and especially millennials who grew up using these consumer tools – want intuitive software that helps them accomplish tasks with the simplicity and usability of the internet. There’s a fundamental difference between giving your employees software they’re eager to use rather than forcing software upon them.
If your organization is considering changing to a cloud content management system, there are probably a few systems they’ll keep on-premises for like legacy content or sensitive records. In any of these situations, you’ll still need to go back and forth between systems to obtain necessary data. This means you’re back to hunting for valuable information.
The best practice, in this case, is to use a unified document capture approach designed to integrate with disparate ECM systems.
This is where KnowledgeLake’s powerful, cloud capture platform can be of optimal service. The lightweight, 100% browser-based solution enables users to scan, tag and release content to multiple ECM systems. The solution’s connectivity with ECM systems is bi-directional — the platform can tap into ECM systems to understand the taxonomy of each, then use that knowledge to route incoming documents to the appropriate system.
Learn how KnowledgeLake’s cloud-based capture platform can work with your repositories!