Cloud Content Management: The 5 Biggest Benefits

By Jason Burian on May 21, 2021

Thirty percent of all IT budgets are currently allocated to cloud computing. The shift in technological expectations and corporate culture has accelerated at whiplash speed amid the pandemic, yet organizations have yet to budge from a traditional mindset when it comes to content management. Many still cling to the belief that on-premises data storage remains the most secure and cost-effective place for critical content, or that getting employees to adopt a new system isn’t worth the effort.

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 or file systems to find the information they need to complete an assignment or respond to a customer request. It’s counter-productive and saps employees’ enthusiasm.

By managing content in the cloud, CIOs and their organizations have a way to improve productivity, decision-making, and security while keeping costs low. In fact, there are five key advantages to doing enterprise content management in the cloud:

1. Work from anywhere is the rule, not the exception

The Covid-19 pandemic has only reinforced that more and more people are going to work from anywhere. People now work from coffee shops, home offices, and planes at 30,000 feet. The times of being able to store documents offline in file cabinets are long gone.

This was true even before the pandemic. 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. In 2021, that number is much higher: 58% of American workers surveyed report that they’re working remotely all or part of the time, and a quarter say that they want to continue working remotely.

Regardless of where they’re working from, 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 easily share information, get work done, and quickly help vendors and customers.

2. Cost savings

While an on-premise enterprise content management (ECM) system may work well in certain circumstances, especially if it’s only for a small group or department, organizations that want to roll it out widely will have to pay high user or seat licensing costs, which can put a strain on IT budgets.

Then there are the data center requirements. Server farms, and especially SQL server licenses, are expensive. A single SQL server instance can gobble up a lot of pricey hardware. Web-based cloud content management platforms operate on a per-use basis, and can scale to accommodate changing business demands.

3. State-of-the-art security

Cyber security has never been more important, and some organizations remain hesitant to use a cloud content management platform to store sensitive content. The notion that the cloud is less safe than on-prem software is long out of date.

In fact, today’s dominant cloud environments—think Microsoft, Amazon and Google—are much more secure than any onsite data facility. This is thanks to the billions of dollars they spend every year, and their large teams of dedicated security experts who work around the clock to ensure customers’ data is secure. Very few organizations can come close to matching that kind of investment in their onsite data center. (This article from Microsoft’s Director of Program Management for Azure Security shows how one of the most secure cloud platforms gets it done.)

If you’re still not quite comfortable, 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 more software maintenance means IT can focus on more valuable priorities

Supporting an organization’s workforce and maintaining a hardened yet flexible technology environment is enough to bog down any IT department. 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. No more maintaining data centers and sweating over updates and outages.

5. Eager users ensure adoption

Today’s workers are accustomed to working with tools that are easy to use and quick to learn, especially millennials, who grew up as “digital natives” using web-based consumer tools. They want an intuitive platform that helps them accomplish tasks with the simplicity and usability of the applications and websites they use in their daily lives. 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.

The argument for moving content management to the cloud has only been strengthened by the pandemic’s transformation of corporate culture. With work from anywhere now the rule among organizations, the remote accessibility that the cloud allows is a necessity. The cloud’s unmatched security, affordable pricing, and user-friendly tools also make it an ideal place to manage critical content.

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.

Want to learn more about the benefits of leveraging the KnowledgeLake Cloud for content management?

Read the free report below.

As VP of Product Management, Jason loves investigating new and exciting technologies that help customers solve business problems. He puts this research into action by designing, building and launching various software solutions for KnowledgeLake.

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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