Cloud Content Management: The 5 Biggest Benefits

By Tori Cameron on November 22, 2019

It’s like that time you attempted to “fist-bump” a coworker but he tried to “high-five” you instead. Many organizations are finding themselves in a similarly awkward position. While the technological needs and corporate culture is shifting, some organizations haven’t budged from a traditional mindset—much less thought about cloud content management. Some organizations cling to the belief that on-premises data storage remains the most secure and cost-effective place for their critical content or that employees won’t be willing to adopt a new system.

But these misconceptions hold organizations back: As a result of using systems that don’t allow content to be accessed across devices and locations, employees are being forced to root through various repositories in order to find the necessary information to complete an assignment or respond to a customer request.

There is a way to improve productivity, decision-making, and compliance: by managing content in the cloud. Here are five advantages:

1. Accessibility from anywhere

The workplace doesn’t always constitute a cubicle in an office. People now work from coffee shops, home offices, and on flights 30,000 feet in the sky. The times of being able to store documents offline in file cabinets are long gone.

According to Gallup’s 2016 State of the American Workplace Report, 43 percent of 15,000 Americans surveyed said they spent at least some time working remotely, up from 39 percent in 2012.

Regardless of whether they’re working from an office or from home, most employees work within a team environment—making collaboration and remote accessibility essential. Cloud content management platforms enable instant access to business data across devices and applications so teams can not only easily share information but quickly help vendors and customers.

2. Cost savings

While an enterprise content management (ECM) system may work well for certain organizations, it’s usually only in a small group or department. Most organizations can’t roll this out further due to licensing costs or usability. Conversely, web-based cloud content management platforms are more affordable as they operate on a per-use basis. A cloud content management system is also scalable to accommodate your changing business demands.

3. Security

Some organizations are still hesitant to use a cloud content management platform to store their sensitive content. But it’s a misconception that the cloud isn’t safe for use in organizations.

Today’s cloud environments are often much more secure than onsite data storage. This is thanks to the large teams of dedicated security experts employed by the likes of Microsoft who work around the clock to ensure their customers’ data is secure. Can your organization afford to pay for the same level of security for an onsite data storage center? Then a cloud content management platform may be worth considering. Here’s a useful article from Microsoft’s Director of Program Management for Azure Security if you’d like to learn more about how one of the most secure cloud services platforms keeps its customers’ data secure.

And, if you’re still unsure, you can always “dip a toe in the water” with a hybrid solution: Many organizations 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 workplace bogs down many IT departments. Maintaining fewer servers and installing fewer upgrades allows IT to focus on driving an organization's ability to innovate and think strategically.

Cloud content management systems update seamlessly and frequently, carrying far less risk with implementation and execution—since the cloud software provider is making these updates behind the scenes.

5. Eager users ensure adoption

Thanks to the prevalence of the internet, today’s users are accustomed to working with tools that are easy to use and quick to learn. Today's users—especially millennials who grew up using these consumer tools—want an intuitive platform that helps them accomplish tasks with the simplicity and usability of the internet. There's a fundamental difference in the results of giving your employees software they’re eager to use versus forcing cumbersome, clunky software onto them.

This is where KnowledgeLake’s powerful cloud platform can be of optimal service. The lightweight, 100-percent cloud-based solution is the only cloud-native platform for capturing, processing, and managing critical business content. The solution’s connectivity with ECM systems is bi-directional—meaning 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. Contact us for a live demo of the KnowledgeLake cloud platform today.

About KnowledgeLake:

KnowledgeLake provides content management solutions that help busy organizations intelligently automate their most important document processes. Since 1999, we've created award-winning, Microsoft-centric solutions that have helped thousands of companies around the world focus on their mission rather than their mission-critical documents.

 

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