Cloud Based File Management System – With the virtualization of our businesses, the demand for digitization has greatly increased due to the worldwide trend of remote work. From remote collaboration software to online meeting solutions, technology plays a big role in helping virtual teams get things done in remote environments. Much of our work environment consists of paper-based files and documents.
Every day, companies create and manage a large number of documents: training manuals, induction materials, checklists, records, acceptance documents, proposals, sales packages, HR policies, press releases and more.
Cloud Based File Management System
However, in a virtual environment it becomes impossible to share paper documents. And the more documents you create for your business, the more important it is to have good practices for managing those documents. This is where the file management system comes in.
What Is A Content Management System (cms)?
A file management system is a cloud-based service that makes it easy to store and manage (and sometimes create) all of your documents and files from a single point of contact.
In other words, it is a cloud-based file system where you can store all your documents and company files and retrieve them anytime from anywhere in the world.
Remote work has brutally exposed the old paper-based document storage models that companies have been using for decades, leaving them frustrated. Even if you work in a physical office, paper documents bring more chaos to your desk than peace.
The possibility of mistakes and inaccuracies, as well as the additional costs of keeping and maintaining records, are among the main obstacles that businesses face every day. They are also hard to find and access becomes impossible if your colleagues work remotely.
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A file management system plays an important role in making files easier, faster and more efficient.
File management software and systems have many advantages over physical file storage systems, some of which include:
Given that over 77% of business owners want to access files remotely, creating a file management system seems like an obvious decision.
If you’re looking for the best file management system, don’t worry, we’ve done the hard work for you!
Document Management System
The next step is Sharepoint, Microsoft’s file management system. SharePoint allows teams to store all of their corporate knowledge: documents, files, content, and more. – and what they need to find quickly. SharePoint allows team members to create dynamic team sites for projects, departments, and divisions. These sites allow employees to share data, news, files and other important resources and collaborate within and outside the organization.
With a tool like SharePoint, employees can be organized and more productive by centralizing files on team pages. In addition to being an amazing file manager, Sharepoint combines many aspects of a calendar tool, messaging tool, project management tool, corporate intranet, cloud storage service, and even a content management system.
The platform is part of the Microsoft 365 suite of applications and integrates with MS Office, OneDrive, Microsoft Teams, and more, putting all your collaborations in one place.
According to DocuWare, employees spend 50% of their time searching for documents. If that’s the case, we’re in big trouble! Don’t worry, Docurware handles all our search problems with ease by allowing users to store all their documents and files on a cloud-based platform. A document management and workflow automation service, Docuware significantly reduces wasted time and helps employees be more productive.
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Docuware has advanced document indexing and storage capabilities, so you can easily access your files wherever you are. With over 25 years of experience in the industry, Docuware has become a solid file management system and continues to provide excellent service.
In addition to file management, Docuware automates business processes such as hiring new employees, processing invoices or contract management. In addition, Docuware protects your files from unauthorized access by offering regulatory-compliant security features and disaster recovery benefits.
When it comes to improving teamwork and simplifying project management, ProofHub is a cloud-based SaaS tool that requires no introduction. ProofHub offers a wide range of advanced features under one virtual roof, including powerful “file management software”. Project teams also spend a lot of time organizing and organizing their digital files and documents, but ProofHub’s file management system simplifies the entire process.
The software allows project teams to upload, store and organize all their documents in one place. Easily access your files, share links, and collaborate on them with widely distributed team members. “File Versions” allows you to save multiple versions of the same file, and “Advanced Search” makes it easy to find documents using relevant keywords and phrases.
What Is Cloud Computing?
Need something casual? Check out Google Drive, Google’s file management system. While it’s not as powerful or robust as other file management software on this list, it gets the job done and is a great tool for the average user. Drive, Google’s free collaboration platform, integrates with Google Docs and Google Sheets, so you can save all your documents and files to Drive with a single click.
Google Drive offers 15 GB of free cloud storage for all your files, and if you need more, you can upgrade to the pro version. The platform is easy to use and intuitive, but not really scalable if you have a large company. Drive also has smartphone apps for iOS and Android, so you can access your files anywhere, anytime.
The next step is Alfresco, an enterprise content management tool designed to simplify your organization’s knowledge. Alfresco removes content silos by giving users a single source of truth for all their data and files. No more searching for content and documents in emails and hard drives!
Want to improve your workflow? Alfresco document management allows employees to find, share and store all important files, including legal contracts, marketing tools, client files and more. With document scanning and capture, you can get more out of your documents and leverage business intelligence like never before. Alfresco’s artificial intelligence and machine learning capabilities can extract information from AWS. Alfresco is available on the web, desktop and mobile apps.
Electronic Trial Master File (etmf)
A smart information management system, M-Files is next on our list. The platform organizes company files by what the file is, not by storage location. By creating a central location for all files, M-files allows users to quickly find the file they are looking for, regardless of where the file is stored (on the desktop, in cloud storage services, etc.).
Simply tag your file, fill in the metadata, click save, and M-files will easily find your data and alert you of duplicates. M-Files is platform and device independent, meaning users can choose between on-premise, cloud or hybrid M-Files deployments and streamline their workflow. With enterprise-grade security, you never have to worry about losing your data with M-Files.
OnlyOffice wants all office files installed on its platform for storage and retrieval. Employees can upload files, documents, presentations, spreadsheets and other workplace data to the Onlyoffice web app and manage them online. OnlyOffice was awarded Best Document Management Software 2018 by PCmag, and we’re not complaining!
In addition to file storage, OnlyOffice allows users to track changes, collaborate in real time, leave suggestions, and access version history. With support for all major file formats including PDF, DOC, CSV, TXT and HTML, OnlyOffice ensures that all your files are safe on its platform.
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Users can connect to cloud storage services like Dropbox or Google Drive to put all their data under one roof.
Looking for an open source solution to your file management problems? Try LogicalDoc, an open source file management system that sounds like enterprise document management. LogicalDoc is perfect for organizations that have a lot of paper documents and need to convert them into digital documents. The platform can be deployed as a cloud-based web application and as on-premise software.
The tool is very easy to use: drag and drop files into the panel and create your own digital library of files. Built-in collaboration features allow users to create and edit documents together and record version histories. The platform also has a built-in messaging system and barcode management capabilities.
Next up is Dokmee, another great file management system that aims to help you get rid of paper documents. The platform works by users uploading their electronic files to the Dokmee cloud, and Dokmee does the rest. Users can organize their files into different folders and locations so that they can be easily found and retrieved. With efficient production-grade image and data capture, users can easily scan and index files in the Dokmee cloud.
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With multi-user access, document auditing, restrictions, versions and many other collaboration features, Dokmee ensures teamwork and compliance in the workplace. Dokmee’s scanning technology can extract data from documents such as page size, page number and compression type. With enterprise-grade security data centers and 24-hour monitoring and power, your files are safe with Dokmee.
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