We are currently living and working in the digital era. Technology has surpassed our expectations to give us wonderful innovations like software for office automation or Information Technology (IT) systems like cloud hosting for increased productivity. The paperless filing cabinet is one aspect of cloud IT systems that makes life easier, not only because of its impact on resources but also for staff. Because data is not on paper but located on a cloud where you have less control, it is necessary to question if cloud hosting is beneficial for your business. There is always a threat of data being compromised or, worse, the service providers terminating vital services that would negatively impact your business and create a disastrous situation.
No amount of technology can render something foolproof. However, industry practices such as changing passwords periodically for paperless filing cabinet purposes, virus scanning, spam filters, and encrypted connections help with cloud hosting security.
Structuring your Paperless Filing Cabinet in a Cloud
Following a set of standards as a protocol is always a smart idea when maintaining any system. A paperless cabinet works depending on business requirements. A few factors are considered: First, the business needs to obtain and set up all the tools required to structure the paperless filing cabinet. This includes software like Evernote and a scanner. Second, realize that even though you are going to a paperless filing system, no one else will be. Cloud hosting or not, you still need to use paper on occasion.
Once all equipment is set up, ensure all files are in a limited modification format like PDF (Portable Document Format). Next, scan all documents that are part of your business procedures, including raw material purchase orders or delivery memos. After scanning all this data, then place the files on a cloud that hosts it for users. The cloud can be beneficial for many reasons. One of the most significant advantages is being able to access it anywhere, anytime, and on almost any device. 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 kept secure from cyber threats.
The risk of cyber threats is the focus of cloud hosting and is lowered by traditional data storage. The software involved in your digital cabinet helps encrypt your data. Even if your account has been compromised, its data would be deemed unusable and useless. Due to the encrypted nature of the data, the software would not be able to search it or find it. Depending on the nature of your business, it is a matter of preference and an understandable trade-off. For a paperless filing cabinet on a remote cloud hosting service, sensitive data needs to be protected, and, with this form of encryption, high levels of security are achieved.
Carrying a briefcase is a hassle, so 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 and two-factor authentication. You can even program your device to run an erasing program that would wipe 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 place of esteem for businesses. With operating systems and servers crashing, consider if this level of unpredictability is a trade-off for your business. Always ensure that sensitive data is backed up before sending it to cloud services. This would render any future needs to be fulfilled locally, which is faster than the cloud. However, when traveling, cloud hosting makes life and business operations easier.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 platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO 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.