Ah, the digital era. Technology has surpassed our expectations, giving us amazing innovations like software for office automation or IT systems like cloud hosting for increased productivity.
The paperless filing cabinet is one aspect of cloud IT systems that makes life easier, not just for the trees but for the staff, too! Is it a good idea because the data isn’t on paper but on a cloud where servers rule the domains, and you have less control?
There is always a threat of compromised data or, worse, service providers terminating vital services, which would negatively impact your business and create a disastrous scenario.
That being said, no amount of technology can render something foolproof. However, the best industry practices, such as changing passwords periodically for paperless filing cabinet purposes, virus scanning, spam filters, and encrypted connection, really help with cloud hosting.
Structuring your Paperless Filing Cabinet in a Cloud
Following a set of standards as a protocol is always a smart idea for maintaining any system. A paperless cabinet works depending on the requirement. A few considerations must be taken into account first.
First, all of the tools are required, which are software and a scanner. Secondly, realize that no one else will be while you are going to a paperless filing cabinet. Cloud hosting or not, you still have to use paper on some occasions.
For instance, scan all documents that are part of your business procedures, like raw material purchase orders or delivery memos. After scanning, all of this data is stored in PDF format and then placed on a cloud that hosts it for various reasons and users. It can be great for many reasons.
One of the most significant advantages is being able to access it anywhere, anytime. At the same time, security for a paperless filing cabinet should be balanced so that data residing on cloud hosting that is out of your control is rendered secure by going paperless.
Risk is the main focus, which is lowered by storing data. The software in your digital cabinet helps encrypt your data. Even if your account has been compromised, the data on it would be deemed unusable and useless.
Due to the encrypted nature of the data, the software wouldn’t be able to search for it or find it. Depending on the business, this is a matter of preference and an understandable trade-off. Sensitive data needs to be protected with this form of encryption for a paperless filing cabinet on a remote cloud hosting service.
Carrying a briefcase is a hassle, but with this technology, a virtual briefcase is created in your device that helps you access anything, anytime. A higher level of security is needed on mobile devices, so always use passwords on all such devices.
You can even program your device to run an erasing program that wipes the device clean if a certain number of login failures or attempts occur. Data in a paperless filing cabinet located in cloud hosting services is an asset and, thus, holds a symbolic place in the hearts of businesses.
With operating systems and servers crashing, ask yourself: Is this level of unpredictability required for my business? Always ensure that sensitive data is backed up with you before sending it to cloud services. This would render any future needs to be fulfilled locally, which is faster than the cloud. But when traveling, cloud hosting makes life easier.
Conclusion
Small and large businesses are increasingly using the cloud for business storage. However, while there are many benefits to using the cloud for storage, a few concerns may prevent some businesses from continuing to use internal data storage methods.
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.
