More and more organizations are turning to digitization and cloud storage of documents to improve efficiency and productivity. With cloud storage, digitally converted documents can be stored securely, confidentially, and with complete audit trails. However, the conversion of paper files and images to electronic format can be a daunting task especially when there are large volumes of files. However, advanced technologies and tools are available to ease the document scanning and conversion process and manage it efficiently.
Cloud Storage of Documents – Some Real Time Examples
CocaCola has made use of Google Cloud Platform to build the infrastructure for the Happiness Flag campaign, a project that was implemented to unite the world on the pitch at the 2014 FIFA World Cup. Coca-Cola invited fans around the world to share their photos to create the Happiness Flag. Crafted from thousands of crowdsourced images submitted by people in more than 200 countries, this became the world’s largest mosaic flag. The submission platform was capable of handling images from Facebook, Instagram, Twitter, and emails from across the world. All the images were stored in Google Cloud Storage, which provided integrated edge caching support and image services.
MedPlast, a company that specializes in the production of thermoplastic and elastomer medical devices for the healthcare and pharmaceutical industry, uses cloud storage for its data protection, backup and primary data requirements. According to a report, the company obtained a much higher value to the cloud than it expected. Cloud storage is being used for primary storage, automatic archiving, snapshots, cloud snapshots and disaster recovery.
Advantages of Cloud based Storage
Reduced costs: Moving from paper-based storage to cloud storage can provide significant savings in cost. It reduces infrastructure costs while providing computing and storage capacity on demand. The system is much more efficient than paper storage or external hard drives to back up data.
Data Security: With technological advancements, it is possible to store data on the cloud without losing privacy while permitting search and sharing of the data. Moreover, data is encrypted both during transmission and even while it is not being used. The owner can encrypt the data and it is indecipherable to anyone else, thereby preventing unauthorized access.
Accessibility and Scalability: Cloud storage allows data of any size and format to be accessed at any time, without geographical barriers. The data can be accessed from any device with an Internet connection, including mobile devices. Multiple sharing improves speed and efficiency in business operations.
Automatic syncing: Files are automatically updated across all devices.
The success of the conversion process lies in carefully analyzing which documents have to be converted and then planning the implementation of the digitization and cloud storage process to result in an efficient paperless office. Professional document scanning companies help businesses convert paper documents into useful electronic formats such as JPG, TIFF or PDF to a different format such as DOC, XML or Searchable PDF for storage in the cloud.