Cloud computing services can help your business thrive
Cloud computing services use secure, remote servers to manage, store and process files and information. It is, in many ways, an improvement on computing systems where files and information are stored and processed on local servers or individual machines.
When you use cloud communications for your business, you enjoy many benefits and advantages, including:
- Greater accessibility. Your files are stored on remote servers, so they are easily accessible from any mobile device and any computer. Remote team members and employees in the field can easily access the information they need. Everyone on the team can instantly see updates to the files, whether they are in the office or out in the field. If you are tired of the inconvenience of leaving files on a work computer or having to walk to a filing room to get files, cloud computing can be a great option.
- Security. Cloud computing can be a more protected way of storing files and information. The information is stored on secure servers, so you will need authentication to access information. In contrast, paper-based filing allows anyone to gain access to the files and the paper can easily be lost, making it hard to track who has access to the data. With cloud-based computing, there may be a digital trail left behind any time anyone accesses or alters data, making it simpler to prove any instances of wrongdoing.Cloud computing also keeps your information and files safe from damage. Digitized documents will not be lost due to misfiling and will not be damaged by spilled coffee or even an office fire. Even if your computer crashes, the information stored in the cloud will still be accessible to you from a different device.[dt gap height=”10″]In industries where security and compliance are important, cloud computing is considered the standard for file storage and processing. Cloud storage allows for multiple layers of security, including password protection and encryption. The legal, finance and other sectors all rely heavily on cloud computing.
- Affordability. Cloud computing does require costs. Employees must be trained to use cloud storage safely and efficiently, and the storage space on the cloud costs money. It takes time to upload any paper or non-cloud-based documents, but in general cloud computing is a fixed cost. A small business will pay Google, Apple or another company a standard fee to store data.In contrast, paper files cost money at several levels. The paper needs to be purchased, as well as the ink, labels and file folders. The file room requires energy or a business must pay for off-site storage space. Employees spend salaried time filing and retrieving files. In fact, paper files can be so labor-intensive that some companies need to hire administrators to deal with the information systems. A single file at a US company costs an estimated $20 to file, $120 to find if it is misplaced and $220 to recreate if it cannot be found. Considering a company can have tens of thousands of files, costs in excess of $100,000 a year are not atypical.
- Efficiency. Files and information stored on cloud servers are searchable in seconds, and these files can be labeled for easy retrieval. Given that $14,000 in productivity is lost per employee each year because of missing data or hard-to-find data, greater efficiency is essential. When employees are not spending hours filing papers or hunting for missing files, they can spend more time completing those tasks designed to actually generate success.
- Better collaboration. Cloud computing makes it easy to work collaboratively, even with a remote team. Multiple team members can be looking at one file on each of their computers at the same time, offering feedback and making edits.
Files are not the only facet of your business that can become more budget-friendly and efficient by going virtual. Virtual phone systems can save you the costs of administrative assistants and virtual assistants while making it easier for customers to reach you. Take a look at the feature-rich options of an AccessDirect virtual phone system to see for yourself.