Why Membership Associations Should Choose Cloud Document Management

Cloud document management solutions can transform how membership associations operate. By managing the storage and access to files and electronic communications more effectively, membership organisations can migrate from traditional paper-based systems or SharePoint to a cloud-based document management solution and enhance accessibility, streamline collaboration, ensure data security, and reduce overall costs. This blog post explores the main features and benefits of selecting cloud document management solutions over SharePoint for membership associations.

Enhanced Accessibility

Users can access files and documents securely from anywhere they are working. This accessibility empowers staff to be productive and responsive, even when in or away from the office on the go. Members can also conveniently access relevant documents and resources, promoting self-service and enhancing member experiences.

Streamlined Collaboration

Users of cloud-based document management systems benefit from seamless collaboration with team members. These platforms offer real-time editing, commenting, and version control features supporting team efficiency, leading to improved decision-making and faster project completion.

Efficient Document Searching and Retrieval

The laborious task of finding a specific file or email is made straightforward with the powerful search features available in a cloud document management platform. Users can locate information based on keywords, metadata, or other criteria, helping to significantly reduce the time and effort spent searching for relevant data.

Version Control and Audit Trail

Cloud DM systems ensure accurate version control and provide an audit trail of document changes. This feature allows associations to track modifications, maintain data integrity, and meet compliance requirements.

Enhanced Security

Robust security features such as data encryption, user and file access controls, two-factor authentication, and regular backup come with most cloud document management solutions. These features help protect sensitive information, safeguard against unauthorised access, prevent data loss, and support business continuity.

Cost and Space Savings

Moving from a SharePoint solution to a cloud-based document management system can help save on operating costs for membership associations. By minimising the reliance on physical storage space and digitally transforming paper-based systems, associations can save on office space, supplies, and associated expenses.

Integration and Automation

Cloud document management systems can integrate seamlessly with other software and applications that membership associations commonly use. Integration via APIs, software plug-ins and other integration methods enables streamlined workflows, automation of repetitive tasks, and improvement of overall efficiency.

Conclusion

Moving from a SharePoint solution to a cloud document management solution offers membership associations improved accessibility, streamlined collaboration, efficient document management, enhanced security, cost savings, and integration capabilities. By embracing cloud-based solutions, associations can optimise their document workflows, improve member experiences, and achieve greater operational efficiency.