By Doyle Christensen

The growing number of viruses, malware and cybercrimes today also increases the need for computer users to back up their important files. There have been a growing number of cases wherein people lose their important files due to computer viruses. When a strong virus attacks a computer and cannot be removed by the typical antivirus, the usual solution is to reformat or refresh the operating system. This usually deletes all existing files which are not saved properly in a hard drive partition. If there’s no other backup for those files, then there’s no other way of retrieving it. One of today’s solutions to create an easier file management and backup system is the cloud based document management system.

Cloud based simply means internet-based. A host provider will offer their huge storage system and users can use a fraction of that storage space to back up and manage their files. It requires downloading a program that will enable the user to access the storage system in order to manage files, set security options and manage automated file backup.

What are the advantages of using a cloud based document management system?

Imagine working on a very important project and the desktop computer suddenly dies out. It won’t restart and it won’t boot and you’re on a deadline. One solution would be to remove the hard disk and attach it as a slave to another desktop computer to retrieve the file. But then you find out that even the hard disk has a problem and the files cannot be simply retrieved. In a typical scenario, consider the project and the deadline a goner. But if the file is backed up in a cloud based document management system, all that’s needed is to get another computer or laptop, access the internet, download the program, and access the files you were previously working on, exactly the same way you saved it. This is because a cloud based file backup system has the ability to synchronize the saved files to the cloud system. Whether you delete a file, add a file or modify a document, all changes can be updated in the system automatically.

How about file security? Some people find the idea of using a third party storage system to save their confidential files very unsafe. Their files may contain passwords, personal pictures, personal journals and other important digital files. Fact is, cloud based document management systems are actually very safe and secure. Otherwise, multinational companies and big data centers won’t trust this kind of file backup system. A huge number of large companies today are already using this type of document management system simply because it works. It is the most logical way to backup files, especially businesses that are dealing with huge volumes of paperwork every day.

Cloud based document management is not a new concept and is in fact a system being used by many large companies for the past couple of years now. It is only recently that the system has been marketed and opened to the increasing number of individual computer users along with the growing number of digital files.

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