3 Simple Steps to Managing Documents in the Cloud

Using cloud technology contains numerous benefits for anyone, and this post will help you effectively start managing your documents online.

Matt Peterson is the CEO of eFileCabinet, Fishbowl Inventory BlogWhy You Should Use the Cloud

If you don’t have experience with the cloud and you’re worried about trusting your personal data to an invisible storage source, rest assured – saving your data in the cloud is secure and reliable. On top of that, the amount of information you can save is exponentially increasing as technology improves.

I wish my parents had the opportunity to use the cloud when they were younger! Like most people, they kept physical copies of all our family photos, as well as the accompanying negatives. Unfortunately, after I borrowed the boxes of photos to make a wedding video, somehow they got lost. Please don’t let something similar happen to you. Every day you go without cloud storage, you risk losing invaluable photos and documentation.

Best of all, the cloud provides 24/7 access to your most important files from your mobile device. You can store, manage, share, and retrieve your files from anywhere in the world. No longer must you be tied to your desktop or laptop PC.

Organize and Store

Storing and organizing your files and photos in the cloud is more convenient than using a physical cabinet, and much more safe. Start the process by performing an inventory of every file you have – kind of like a technological spring cleaning. If you’re sure you don’t need a file, get rid of it. If you’re not sure you want a file, keep it and put it in an appropriate folder.

Leave no folder unviewed – you need to make sure you’ve thoroughly searched every location on your computer. Check your documents, downloads, photos, and all your drives to make sure you know exactly where your information is. After you’ve sorted the files by date, subject, source, etc. you’re ready to begin storing.

Share

The share functions on the cloud are convenient, fun, and useful. You can share documents, photos, music, videos, poetry, or anything else you store in the cloud. Make sure to share your data with people you know and trust.

The share function is essential in the workplace. You can share a document so that a group of coworkers can work together with you on a project. You can designate various access levels to the users so they can edit in ways that you specify. This helps keep coworkers communicating, regardless of where they are.

Safety First

As with any storage method, there are risks when using the cloud, but they can be significantly reduced. Use a secure network that you are familiar with. Safeguard the networks and critical files you use with passwords. Install a firewall on your computer to regulate where your data is sent. Share important data on a need-to-know basis. Make sure the cloud provider is a trusted company. All of these precautions will help keep you safe from identity thieves.

I’m not telling you to get rid of your physical documents and photos. But if you don’t use the cloud for photos, tax documents, journals, and other important things, you risk losing them forever. So store, share, and track in the cloud, and do it securely.

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About Matthew Peterson, eFileCabinet CEO

Matthew Peterson’s career includes more than 12 years of senior level management in the Enterprise Content Management (ECM), more commonly known as the document management industry. As President and CEO of eFileCabinet, Mr. Peterson is responsible for all day-to-day business operations, including product development, strategic partnerships and overseeing the domestic and international expansion of eFileCabinet’s offerings. Mr. Peterson resides in Highland, Utah with his wife and three sons. On most weekends you can find him either on the court or playing field coaching one of his sons’ many athletic teams.
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