What is a Cloud Document Management System?

May 21, 2023 - (Free)

The cloud continues to grow in size. That’s a good thing, because premise-based document management solutions aren’t always what every business need. The logistics of document capture, storage, retrieval, indexing, and sharing are complex and can need significant capital outlays. Such significant investments are not always feasible for small-to-medium-sized enterprises (SMBs).

Cloud-Based Document Management Systems

Fortunately, cloud-based document management solutions (DMS) outperform the traditional on-premise paradigm. Cloud-based document management systems are available from Microsoft, Google, and Treeno Software.

Whatever cloud-based DMS you choose, there are unique advantages to the SaaS cloud-hosted model over on-premise.

What is a Cloud Document Management?

Cloud document management is a web-based data storage and information management application that allows users to view files like CAD drawings from several data center locations across the world. Cloud document management software fosters collaboration by providing teams with access to files and documents from any device and from any office, field, or production location. Cloud-based EDMS provide all of the capabilities and functionality you would expect from an Engineering Document Management System (EDMS), as well as the technology to allow access to your files from any location and without the need for a VPN. The primary advantages include better security, access anywhere and at any time, the ability to simply pay for the user access required, and speedy deployment.

What is a Cloud Document Management System Used For?

Engineers, document controllers, project managers, and facilities managers all around the world use a Cloud document management and engineering workflow system to handle their CAD drawings, documents, and workflows. Users may see, markup, and share documents from within the system, ensuring deadlines are fulfilled while retaining complete control over document security. A cloud document management system also assists enterprises in maintaining control over their files and documents by offering users with powerful document-centric features. Workflow and lifecycle management modules, security and access control, document versioning, and audit trails are among the features offered by Engine-Box. It also works with AutoCAD, MicroStation, Inventor and SolidWorks, Revit, and NX, making it an excellent engineering tool.

What are the Benefits of Cloud Document Management?

1. Increase Cost Savings

Servers, new computers, and disk space are all expensive. A cloud document management solution makes use of an organization’s existing infrastructure, avoiding the need for high-powered servers or sophisticated onsite designs. Furthermore, the monthly fee for cloud-based DMS is typically much lower than the expenditures associated with traditional premise-based solutions such server upgrades, operating system upgrades, server maintenance, security infrastructure, and uninterruptible power supply.

2. Improve Accessibility

Cloud software is accessible at any time and from any location. All the customer requires is an Internet-connected device for virtually omnipresent document management. With a cloud-based DMS, document sharing and collaboration are more easier and more accurate.

Metadata tagging is available in more complex solutions to assist organize and find information more quickly. Check-in mechanisms restrict concurrent editing while providing group access to individual papers. Additionally, cloud-based DMS allows for the easy sharing and access of different versions of documents and their histories.

3. Enhance Document Security

Certain elements of an intelligent cloud-based platform support document security and shield sensitive company data from exposure. These qualities consist of:

  • Encryption
  • Redaction
  • Auditing
  • Virus protection
  • Access rights management

4. Reduce Carbon Footprint

Cloud-based document management is better for the environment than traditional premise-based solutions. firms that use the cloud share resources with other firms rather than having standalone servers and cooling mechanisms that are generally underutilized for extended periods of the day and cost massive amounts of energy.

5. Meet Compliance Requirements

Many sectors have stringent compliance requirements for document and record-keeping. Cloud-based document management systems typically outperform premise-based solutions in terms of server and storage capacity. This reduces the expense and risk of noncompliance with regulatory compliance standards such as the Sarbanes-Oxley Act, the Gramm-Leach-Bliley Act, SEC regulations, or HIPAA.

6. Enable Rapid Deployment

Cloud-based SaaS is accessible via a standard Web browser Internet connection. On the client’s end, minimal IT input is required. There is little or no software to install, no firewalls to setup, and no backups to set up; all of these factors contribute to a turnkey DMS deployment. Nonetheless, a cloud-based DMS allows a company to modify and/or upgrade as needed. Because upgrades and updates are made accessible automatically, businesses will always have access to the most recent version of the DMS.

7. Lower IT Support Dependency

Cloud document management systems reduce the need for IT assistance by eliminating the need for in-house server maintenance, upgrades, licensing, backups, and monitoring. Because SaaS applications are hosted and managed by the provider, in-house IT teams can focus on other duties and the enterprise’s core goal.

What are the Challenges of Managing Documents in the Cloud?

While cloud-based document management systems have many advantages, there are some drawbacks to managing documents there as well. Here are a few major difficulties to take into account:

1. Data Security and Privacy

Storing documents in the cloud necessitates reliance on the security measures put in place by the cloud service provider. Organizations must ensure that the supplier employs strong security mechanisms to protect critical documents from unwanted access, data breaches, and other vulnerabilities.

2. Vendor Lock-in

Organizations may have difficulties if they decide to switch from one cloud service provider to another in the future when employing that provider for document management. The difficulty of document migration and system adaptation can raise questions about vendor lock-in.

3. Dependency on Internet Connectivity

To access and manage documents, cloud-based document management systems require a stable internet connection. Any interruption in internet access might impede document retrieval and communication, reducing productivity and workflow efficiency.

4. Data Transfer and Migration

Transferring existing documents from on-premises storage to the cloud may be a difficult and time-consuming operation, particularly for enterprises with huge amounts of data. It might be difficult to ensure data integrity, preserve file structures, and keep metadata throughout a migration.

5. Long-Term Storage Costs

While cloud-based document management allows for scalability and flexibility, long-term storage expenses can add up. Organizations must think about pricing and prepare accordingly, taking into consideration the possible expenses of storing huge amounts of documents in the cloud.

6. Integration Challenges

Integration problems may arise when integrating cloud-based document management systems with existing business applications and workflows. Compatibility concerns, data mapping, and enabling seamless data transmission between systems all necessitate meticulous design and execution.

7. Compliance and Regulatory Issues

When storing documents in the cloud, organizations in regulated industries must address compliance obligations. To ensure legal and regulatory compliance, compliance standards such as data privacy rules, industry-specific regulations, and data residency requirements must be met.

8. Limited Control over Infrastructure

With cloud-based document management, enterprises give up some control over the underlying infrastructure and rely on the infrastructure and services of the cloud service provider. As a result, control over data backup, disaster recovery, system updates, and maintenance plans may be limited.

9. User Adoption and Training

To guarantee easy user uptake, introducing a new cloud-based document management system may necessitate training and change management efforts. To reap the most benefits from the new system, employees must become acquainted with its features, functionalities, and workflows.

Is it Costly to Implement Cloud-Based Document Management Systems?

The cost of installing the system depends on a variety of criteria, including the size of the business, the number of users, and the exact features and functionality required.

In general, cloud-based document management systems are less expensive than traditional on-premises systems since they do not require expensive hardware or software and do not require maintenance. Many suppliers provide flexible pricing plans, such as pay-as-you-go or subscription-based pricing, which can help enterprises manage their costs more effectively.

Overall, the system is a more cost-effective alternative than traditional on-premises document management systems because it does not require expensive hardware or software and has no maintenance requirements.


The benefits of cloud-based document management systems cannot be overstated. They offer consolidated document storage, greater accessibility, and enhanced collaboration capabilities to enterprises. Cloud document management systems increase productivity and efficiency by providing features such as real-time collaboration, version control, and optimized workflows. Furthermore, the solid security, scalability, and cost savings provided by these systems make them a great answer for modern document management requirements. Organizations may expedite their operations, improve data security, and foster a more flexible and collaborative work environment by embracing cloud-based document management.