1. Organising Your Cloud-based Virtual Filing Cabinet.
a) The benefits of implementing a virtual filing cabinet are essentially endless.
b) Whether it’s instant access, unlimited storage or improved data accuracy, cloud-based filing cabinets offer it all.
c) Gone are the days of scrounging around for misplaced documents and wasting time organizing stacks of paperwork.
d) The future is here and it’s all about the cloud! While it may seem intimidating to integrate a new filing system, there’s no need to worry.
e) With a few helpful tips, you’ll be managing your documents electronically like a pro.
2. You may be worried about possible security issues relating to virtual filing, but we’re here to put you at ease.
3. So, what are the most common concerns?
a) Sharing files securely: Little did you know, but the way you share files currently is probably riskier than virtual filing! Many people share documents over email which can be easily leaked. Cloud-based filing offers options to transfer files securely so your mind can be at ease.
b) Document access & file permissions: With the amount of data growing every day, the amount of confidential information at risk grows as well. This not only leads to external threats but internal threats as well. Fortunately, virtual filing gives you the ability to protect your documents and only allow access to certain employees. This keeps non-associated persons from accessing confidential documents and protects your company.
c) Getting rid of documents: People often worry about what happens to electronic documents after a certain amount of time. Since electronic documents are not a physical entity, they cannot be physically shred. Virtual filing does offer a digital alternative though! Cloud-based filing cabinets let you set document retention policies with options to purge, archive or copy the files.
4. Now that we have addressed security issues, what are the most important points to keep in mind when organizing your virtual filing cabinet?
a) Consistent Document Names: Naming documents is often where businesses run into trouble. It is extremely important that you emphasize to your employees that they name documents the same way every time. Implementing strict uniformity in your document management system will make you and your employees lives much easier.
b) Tip: Consider putting the date at the beginning at the start of each of your documents. It will keep all of your documents in chronological order which can be extremely helpful when you want to look back later.
5. Consistent Folder Structure: Naming folders consistently are also important to the organization of your filling cabinet. Without a structured folder naming system, folders are often mislabelled or put aside.
a) Tip: Create folders for each of your different clients and create specific templates for each one. Many construction cloud software offers pre-made templates that you can then modify to fit your needs!
6. Maintain multiple file cabinets: If you are the person in charge in biggest organization, you are probably using multiple filing cabinets to store your documents. In your virtual filing cabinet, it’s best to do the same! Cloud-based filing gives you the option to create multiple virtual file cabinets for all of your needs.
a) Tip: Some ideas to get your file cabinets started include: accounting, human resources, archive file cabinet, and administration!
b) While switching your file system from paper to virtual might seem scary, the benefits will quickly prove to be worth it. Stop wasting time and switch over to virtual today!
7. Benefits of “CLOUD E-FILING” system:
a) Flexibility:
i. Users can scale services to fit their needs, customize applications and access cloud services from anywhere with an internet connection.
ii. Scalability: Cloud infrastructure scales on demand to support fluctuating workloads.
iii. Storage options: Users can choose public, private or hybrid storage offerings, depending on security needs and other considerations.
iv. Control choices: Organizations can determine their level of control with as-a-service options.
v. These include software as a service (SaaS), platform as a service (PaaS) and infrastructure as a service (IaaS).
vi. Tool selection: Users can select from a menu of prebuilt tools and features to build a solution that fits their specific needs.
vii. Security features: Virtual private cloud, encryption and API keys help keep data secure.
b) Efficiency: Enterprise users can get applications to market quickly, without worrying about underlying infrastructure costs or maintenance.
i. Accessibility: Cloud-based applications and data are accessible from virtually any internet-connected device.
ii. Speed to market: Developing in the cloud enables users to get their applications to market quickly.
iii. Data security: Hardware failures do not result in data loss because of networked backups.
iv. Savings on equipment: Cloud computing uses remote resources, saving organizations the cost of servers and other equipment.
v. Pay structure: A “utility” pay structure means users only pay for the resources they use.
c) Strategic value: Cloud services give enterprises a competitive advantage by providing the most innovative technology available.
i. Streamlined work: Cloud service providers (CSPs) manage underlying infrastructure, enabling organizations to focus on application development and other priorities.
ii. Regular updates: Service providers regularly update offerings to give users the most up-to-date technology.
iii. Collaboration: Worldwide access means teams can collaborate from widespread locations.
iv. Competitive edge: Organizations can move more nimbly than competitors who must devote IT resources to managing infrastructure.
8. Four (4) considerations for evaluating cloud benefit: If you are considering adopting cloud technologies and practices, you will receive a ton of different guidance about the benefits you might see.
a) Infrastructure and workloads: Many companies position the low initial costs and pay-as-you-go attributes as a very significant cost savings. They’ll note the considerable cost of building and operating data centres and argue for avoiding that to save money. Numbers can get astronomical depending on how you calculate them.
b) SaaS and cloud dev platforms: A software-as-a-service provider may discuss the savings from paying for application access versus purchasing off-the-shelf software. Software providers will add those "cloud attribute" benefits to the specifics of their software. Recently, there has been more discussion regarding the savings that cloud-based platforms can offer developers.
c) Speed and productivity: How much is it worth to your business if you can get a new application up and running in 30 hours rather than six to nine months? Likewise, the generic "staff productivity" doesn't do justice to the capabilities that cloud dashboards, real-time statistics and active analytics can bring to reducing administration burden. How much does a “person hour” cost your company?
d) Risk exposure: I like to think of this simply. What is the impact if you are wrong?
i. Is it riskier to buy all the hardware and software to create 128 virtual machines, or rent it by the hour?
ii. If you are not sure your application will get widespread adoption, should you draft a 12-month plan, build the environment, write and test the code, and release it?
iii. Is it better to prove value using free or next-to-free services for a few weeks?
iv. When the negative impact to trying new things is low, meaning that the risk is low, you will try many more things. The more you attempt, the more successes you will have.
9. If you asked how to benefit from adopting cloud services, my first question would be, "Which services?" Every user and every organization is going to get a different set of benefits. The most important thing I can suggest is to think across the spectrum. Evaluate the potential savings, but also think about the soft benefits: improved productivity, more speed and lowered risk.
MKR
No comments:
Post a Comment