If you're thinking about integrating a cloud-based document management system into your everyday business operations, you are likely drowning in options. With countless SaaS solutions crowding the market geared toward businesses, sorting through your options can seem overwhelming.
To help you figure out what to look for and the best cloud document management systems to look at first, here are our top picks for you. These are in no particular order.
1. Microsoft OneDrive
Microsoft OneDrive is a popular platform for many businesses, especially those who use other Microsoft products. The security features allow businesses to adhere to data security compliance such as HIPAA, all while integrating well with many other tools.
OneDrive's intuitive and easy-to-use collaboration features and other powerful tools in Microsoft 365 make it a great option for small to large businesses. However, there is less free storage than other platforms offer. With only 5GB of free storage, be prepared to upgrade if you need more.
2. Google Drive
One of the most well-known cloud document management solutions, Google Drive is a seamless extension of Google Suite. There is lots of storage available for free users, so it can be a solid option if you have a next-to-nothing budget for enterprise cloud storage solutions.
However, before you file all of your sensitive data in your Google Drive account, it's wise to consider the security issues with the platform. Since anyone with access to your email account will be able to add or delete items, this creates access control problems for sensitive data.
Experts have warned of some major cybersecurity concerns with the platform. So, if your business deals with protected information such as patient health records or financial data, you might want to think twice about using Google Drive.
3. Apple iCloud Drive
Apple iCloud Drive is a great option for smaller businesses that use mostly Apple products. It's a simple solution with few bells and whistles, which is ideal for those who need a basic solution without fussing with customization.
However, this simplicity is not great if you have specific needs for storage, syncing and searching for files, as these features are a bit lacking. iCloud Drive also may not be a great fit for Android or Linux clients or for anyone without an Apple ID.
4. Dropbox
Dropbox is another well-known cloud file management, and for good reason. With a large number of integrations and fast upload speeds, Dropbox is a popular choice for businesses that need a dynamic and efficient platform.
This solution is also great for businesses such as law firms of financial businesses that frequently need client or vendor signatures, as Dropbox also offers e-signature functions.
This solution is best for businesses with higher budgets for file management and storage, as it's one of the pricier options on this list. However, it gives a large bang for your buck with the wide array of tools it can integrate with.
5. Therefore
Therefore is a solution often used to integrate into business print environments. As a Canon product, it allows users to capture paper-based documents and migrate to the cloud for better filing and indexing capabilities.
This platform is highly customizable, so you'll be able to set it up exactly to your workflow's needs with index fields that make the most sense for you. It can also enhance collaboration since it can check for edits to ensure you're always looking at an updated version of your document.
The easy-to-use drag-and-drop feature allows you to easily sort, import, and manage documents seamlessly. Its diverse set of software integrations makes it a great choice if you need to capture signatures and ad on additional tools.
One downside is that deployment can be time-consuming according to some reviews. It can also seem a bit pricey for some.
6. iDrive
Drive is another solution with fast uploads and cheap integrations with Microsoft and Google accounts. With free local backup, unlimited devices per account, and excellent archiving capabilities, it is as cost-effective as it is efficient.
This solution is also fully encrypted to bolster data security and allows you to easily recover files even if they're deleted from a local device.
This cloud solution isn't perfect, however. Reviews point to limited storage compared to competitors, as well as limited Linux support.
7. Sync
Sync has solid reviews, with users reporting great usability and minimal disruption to other systems while working. There are also no file size limits which is ideal for businesses that deal with large documents that take up a lot of space.
Some drawbacks include a lack of online editing and a limit of 5 devices per account. This could work for you if you have a very small business and limited needs, but offers very little wiggle room for scalability.
Users reported that it offers no direct local area network syncing and no Linux app. However, it makes up for this with Windows, macOS, iOS, Android, and desktop apps.
What Makes a Good Cloud Storage and Collaboration Service?
If you're still wondering about specific details to look for in a cloud document management system, some things to consider include:
- Integrations & services offered
- Usability and navigation
- Pricing & operational expenses
- Amount of storage
- Data management and data protection tools
Talk to your cloud-based managed services provider about any specific data security compliance, workflows, and other needs that may influence what platform is right for you.
Advantages of Cloud Databases and Storage Solutions
If the cloud is a thing of mystery to you, we're here to disseminate the jargon and help you fully understand the benefits of this technology to your business. Some key advantages of moving to the cloud include sustainability, security, collaborative efficiency, and greater cost-effectiveness.
Cloud File Storage: Sustainable & Secure
Many businesses are moving to the cloud with their business tools, because it offers affordable scalability for growing companies. As your business grows and you add to your total headcount, you'll need solutions that can easily scale as you add users.
Cloud-based document management also cuts down on paper waste, saving both the planet and your print budget. To read more about the added sustainability and security benefits of cloud collaboration, read our blog: 5 Benefits of Moving to the Cloud With Your Business Tools
Cloud Print & Fax Tools
Integrating cloud printing and faxing tools can be a great way to leverage cloud technology for cost savings and security. uniFLOW, for example, requires user authentication and active retrieval for print jobs. This mitigates the risk of forgotten or abandoned sensitive documents falling into the wrong hands.
Other features in cloud tools such as uniFLOW or Papercut include cost analytics to help you minimize waste and find better ways to print cost-effectively. Cloud faxing tools such as eGoldFax allow users to send and receive faxes securely without worry that automatic printing will put sensitive data at risk.
Migrate to Cloud File Sharing & Storage Through Cloud-Based Managed Services
Although moving your tools to the cloud may seem like a daunting and complicated task. To streamline this process, many businesses partner with cloud computing infrastructure companies to help.
If you're ready to enhance your workflows through intuitive cloud document management solutions, click the button below to speak with a managed cloud services expert.
