Whether you are already using a document scanning service or if you are currently looking for a document scanning company to take care of your digitisation requirements, this is only the first step on the road to complete office efficiency. Once the documents such as invoices, HR files or letters have been scanned and transformed into a virtual format, a safe, secure and reliable cloud storage system is needed to manage the files. With a cloud platform, you and your staff can access your files from any device that is connected to the Internet, enabling the age of flexible and remote working while also dramatically streamlining workflows in the traditional office environment. As you browse the many cloud-based document management systems available to you, here are some features that you need to look out for.
No internal administration needed
When investing in document scanning solutions, one of the reasons for doing so is to eliminate the need for manual technical assistance, leaving your office’s working day free to be utilised in a more productive way. So when choosing a cloud storage platform to host your scanned documents it is important to find one that requires no internal administration for actions such as backing up files and system upgrades.
User IDs and custom permissions
No matter how large or small your office environment is, employees from various departments will need access to a different set of documents and alternatively, there will be certain, sensitive documents that must only be seen by particular members of staff. Look for a cloud platform provider that offers customisability, creating unique user ID profiles where various permissions can be set.
OCR/Indexed search capability
When looking for a document storage system to make searching for files easier, your cloud platform must have OCR search capabilities. Without this, searching through an entire company’s library of scanned documents to find the one you need could take up time rather than saving it.
Again, just as many businesses invest in document scanning services to save time, saving money is also important and choosing a costly cloud document storage service could be counterproductive.
Why Pearl Cloud?
We’ve developed Pearl Cloud, a unique cloud storage platform that was created in-house by our specialist team to meet the document management needs of our clients. It features all of the benefits listed above and is totally free of charge to any customer that uses our document scanning services. Want to learn more? Head to the Pearl Cloud webpage.