DMS in the cloud
Just a few years ago, cloud services were still a technology of the future, but today it is impossible to imagine everyday business life without them: according to the latest edition of the KPMG Cloud Monitor, 97% of German companies with more than 50 employees now rely on the cloud as a delivery method. Hybrid models dominate, which include both private and public cloud public cloud installations integrated. Like many other applications, document management systems (DMS) also benefit from cloud infrastructures. This is because they can play to their strengths particularly well here.
Why a cloud-based DMS
is relevant for companies
A cloud DMS scores even higher than an on-premises installation thanks to its high level of agility, flexibility and scalability. This is because companies can determine the functional scope of cloud services, the size of the storage provided and other parameters themselves. If, for example, additional functions or user licenses are required, these components can be easily scaled with a DMS in the cloud. In addition, a document management system in the cloud is quickly installed and ready for operation, whereas the procurement and provision of an on-premises infrastructure takes significantly more time and effort.
Another advantage of a cloud DMS is its high availability: update-related downtimes are reduced to a minimum with cloud document management, and all installed software is generally available at all times. This provides the company with a central system that employees can access at any time, regardless of location and from different end devices.
A cloud DMS is also a real driver of innovation. Thanks to the central availability of all relevant data, companies can easily analyze and evaluate it and optimize their existing business models – and even develop new digital business models.
All of this means that a cloud DMS increases the operational efficiency of companies. They have to spend significantly less time, personnel and financial resources on the acquisition of up-to-date IT infrastructure and IT administration and can focus on their actual, value-adding core tasks. This also has an impact on recruiting – an ever-increasing challenge in times of skills shortages, especially when it comes to recruiting IT specialists. This is particularly noticeable in public cloud systems, where both the hosting in the cloud and the maintenance of the cloud DMS and all integrated components are outsourced to specialized providers.
These external service providers ensure that the software in the cloud is always up to date and guarantee high standards of availability, data protection and data security.
Last but not least, companies save costs with cloud document management: they only pay for the services they actually use. This is made possible by hosting models for document management systems in the cloud, which are based on subscriptions instead of the purchase of software, storage media, user licenses, etc. As the provider is also responsible for providing the infrastructure and maintenance of the cloud DMS with these models, companies also avoid the high acquisition and maintenance costs.
Efficient document management:
the cloud is the smart office solution for archiving and administration
A centrally available cloud DMS has many advantages: It enables digital document management without media discontinuity, which provides all company-relevant data and information in a structured manner, as well as the automation of processes. This results in a significantly lower error rate, quick and easy searches, standardized file versioning and constant legal and auditing security throughout the entire life cycle of files right up to their disposal.
In addition, other applications can be easily integrated into a cloud with a DMS system, such as ERP software or third-party solutions for certain processes.
What’s more, by saving paper, printing, franking and postage costs and eliminating the need for physical file archives, companies also benefit in terms of sustainability from a document management system in the cloud.
Improving workflows: how a cloud DMS can support you
Manual processes cause costs and errors and result in long transportation and waiting times for documents. This not only makes such workflows tedious, but also requires a certain level of frustration on the part of the responsible processors. With a DMS in the cloud, companies can fully digitize their workflows and automate them to a high degree. Practical examples of this include automatic forwarding rules for incoming documents, substitution rules, automated deadline management or the continuous logging of file accesses and changes. All of these functionalities enable fast, error-free and resource-efficient workflows with consistently high quality. In our cloud DMS nscale, this is achieved via the integrated process modeling platform nscale PAP.
Here is a practical example from everyday business life: digital incoming invoice processing. The advantages of cloud document management become particularly clear here:
- An invoice is received in an analog or digital format. This event triggers a workflow.
- The digital incoming invoice solution reads the information from the digital or digitized invoice and, based on the identified data, assigns it to the appropriate file in the cloud DMS At the same time, the system informs the responsible processor that the invoice has been received.
- The processor checks the invoice. Once they have completed the process, the software automatically forwards the document to the person authorized to approve it and informs them.
- Once the invoice has been finally approved, the cloud document management system transfers it to the ERP software and instructs the invoice to be paid automatically.
With a document management system in the cloud, the entire incoming invoice processing is digitally mapped and automated – with all the advantages mentioned above.
Workflow management with nscale
The benefits of effective workflow management are particularly evident in the processing of incoming invoices. In many companies, this process is still paper-based. This leads to delays, increased error rates, missed discounts and the risk of documents being lost.
The functions: A quick check of the features
A cloud document management system manages all of a company’s documents throughout the entire document lifecycle. This begins with inbound management: this is where all business-relevant information – structured and unstructured – from various sources is digitally recorded.
The data is then transferred to the cloud DMS, where it is stored centrally and in a structured form in digital files. As part of outbound management, the system automatically distributes all documents to the responsible processors. In this way, companies can control the entire flow of information in their organization across various digital channels, even beyond the cloud DMS.
This could be the ERP software or an accounting solution, for example. If documents are no longer required in day-to-day business, the system triggers their automatic archiving and ultimately their disposal – in compliance with legal retention and deletion periods.
The advantages of a DMS in the cloud
- You save costs for qualified IT personnel, an on-premises IT infrastructure and IT maintenance.
- You always work with tried-and-tested system components, the latest software and the latest security standards provided by the cloud provider.
- You can easily scale your cloud DMS and adapt it to your individual requirements.
- No VPNs or mobile clients are required for location- and device-independent access and document editing.
Simple implementation with Ceyoniq
Digitization projects are large and complex undertakings that require a great deal of specialist knowledge and a well-developed digital strategy. The question is not only which deployment method – on-premises, private or public cloud – is the right one; it is also important which other software components should be integrated into the cloud alongside the DMS. Our DMS nscale is a powerful information platform with many functionalities that provides a solid basis for digitization projects. As an experienced and competent digitization partner, we support companies in the planning and implementation of a cloud DMS – and beyond.
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
The digitalization platform: control center of the digital transformation
A digitalization platform is the control center of a company’s digital transformation.
