The world we currently live in has been forever changed by globalization. Advancements in communication have made remote working a valid option for companies seeking to hire employees from all around the world.
While the tools required to carry out company communications are fairly easy to acquire (internet and cellular connection, mobile devices, etc), a document management solution is a necessity for remote work.
Employers may find it beneficial to either hire remote workers or have current employees work from home; but it isn’t as simple as handing someone a laptop and letting them work remotely. Document management solutions (DMS) help resolve some of the more technical aspects of remote working, like anywhere-anytime file access and custom workflows.
Why does remote work require a DMS?
Remote work can easily become a logistical nightmare. When the convenience of working from home replaces the congruence of working out of a shared office, it means sacrificing physical collaboration and document management.
Cloud-based DMS solves the nitty-gritty issues that come with remote work. As an alternative to in-premise DMS (which requires a physical server at your workplace), cloud-based DMS is itself hosted remotely by your vendor, and provides file access (and a host of other features) to any employee who has been registered on the system.
The ability to access an organization’s documents from a centralized repository makes DMS an optimal solution to remote working. DMS vendors also provide the ability to set up custom workflows that streamline work from home operations.
Why DMS over other cloud-based software?
Despite the appeal (and convenience) of using an enterprise plan offered by services like Google Drive, OneDrive, or Dropbox, their industry-oriented schemes are quite lacking in comparison to full-fledged DMS.
One of the key features that set apart DMS from other cloud based software is its adherence to compliance and regulatory guidelines. Remote work comes with its own set of regulations. Enterprise plans do not compare to the high level of compliance provided by reputed DMS vendors.
Other equally essential features that power working from home include file sharing, file synchronization, level-based authorization and multiple modes of access to documents.
And depending on your vendor, your cloud-based DMS may come with even more features!
For example: some vendors offer dedicated mobile apps with in-built scanners to upload documents directly to the organization’s file storage, however, since these are more industry specific requirements, it is always better to consult with an expert before implementing a DMS with features that may not align with the type of remote work you would be sourcing.
What we recommend
As experts in the field, you can approach us for a consultation on call. If you’re looking at implementing a DMS for remote work, we can help you make a good choice by taking all of your organization’s other aspects into consideration as well.