The traditional on-premise software applications used for document management and storage have been prevalent in organizations for a long time. These software applications are designed and installed on computer servers within the organization, thus offering complete control over document management and storage. However, in recent years, SaaS-based document management systems with cloud storage have emerged as powerful alternatives, offering significant advantages over traditional on-premise software applications. This article explores the advantages of using a SaaS document management system with cloud storage over traditional software applications.
Cost-Effective
One of the primary advantages of using a SaaS document management system (DMS) with cloud storage is that it is more cost-effective than traditional on-premise software applications. SaaS document management systems have a subscription-based model, which means that organizations only pay for the services they use. On the other hand, traditional on-premise software applications have expensive upfront costs, including hardware, software, and installation, which can be challenging for small and medium-sized businesses. With a SaaS-based document management system with cloud storage, organizations can reduce their expenses and free up resources for other essential business activities.
Scalability
SaaS document management systems with cloud storage offer significant advantages in scalability. Because these systems are cloud-based, they can scale up or down depending on the size of an organization. This means that organizations can adjust their resources according to their needs, without investing in expensive in-house hardware and software. In contrast, traditional on-premise software applications require organizations to make significant capital investments when scaling up or down. SaaS-based document management systems are also easier to integrate with other business applications, which helps organizations increase efficiency and productivity.
Security
Another significant advantage of using a SaaS document management system with cloud storage is that it is more secure than traditional on-premise software applications. Cloud providers employ high-end security measures, such as multifactor authentication, encryption, and access controls that ensure that documents stored in the cloud are secure. Additionally, cloud providers regularly update their security systems to protect against the latest threats, ensuring that document management systems remain secure. In contrast, traditional on-premise software applications require organizations to invest in expensive security measures, and in-house IT staff to monitor and maintain the security of the systems.
Collaboration
SaaS document management systems with cloud storage offer superior collaboration features compared to traditional on-premise software applications. These systems allow multiple users to access, edit, and collaborate on documents simultaneously, from anywhere with an internet connection. With traditional on-premise software applications, collaboration is usually limited to people working in the same office or connected to the same network, which can cause delays and inefficiencies in workflow. Additionally, SaaS document management systems provide real-time version control, which means that users can see changes made by other collaborators as they happen. This feature ensures that multiple collaborators are on the same page, reducing the risk of errors and conflicts in the document management process.
Accessibility
Another advantage of using SaaS document management systems with cloud storage is the accessibility they offer. Traditional on-premise software applications are tied to specific computers within the organization, making it difficult to access documents remotely. In contrast, SaaS-based document management systems with cloud storage are accessible from anywhere with an internet connection, including mobile devices. This feature allows organizations to provide their employees with secure access to documents, irrespective of their location or the device they are using. This accessibility can drive productivity and ensure that critical documents are always available to employees, improving agility in decision-making.
Conclusion
SaaS-based document management systems with cloud storage solutions are becoming increasingly popular because they offer superior benefits compared to traditional on-premise software applications. These systems are more cost-effective, scalable, secure, collaborative, and accessible than traditional on-premise software applications. Organizations can leverage these benefits to improve efficiency, productivity, and agility in decision-making. As more and more organizations leverage cloud-based solutions, it is becoming clear that SaaS document management systems with cloud storage will transform the way that organizations manage and secure their documents. If you are considering a switch, now might be the perfect time to do so.
In addition to all the above, Regystrum is highly integrated with Google Workspace, thus enhancing the features of a SaaS DMS with unparalleled capabilities and potentials.
If you wish to receive detailed information on the use and potential of Regystrum, write to support@regystrum.com. We will be happy to answer you with as much detail as possible.