A business document moves through several stages during its life. Typically:
- Creation
- Storage/Archival
- Distribution
- Sharing, then
- Output.
All of these stages occur using various forms and tools
Creation can be through a hand written piece of paper, computer etc
Storage is on laptops, exchange servers and data centers while true Archival requires different software and tools
Distribution can be through mail, courier, email, FTP or a digital MFT solution (so many available today). The internet is a medium here.
Sharing can be a webinar, video conference etc
Output of course is through a CD, printer, specialized print provider etc
Typically to accomplish all of the above, several tools, business processes and software are required. The document manager’s objective should be to create a business process, based on an effective cloud tool, that offers all 4 elements of true document management: – Storage/Archival, Distribution, Sharing and Output.
The next generation Document Manager on the Cloud must consider a combination of “Manage File Transfer” and “Cloud Printing” technology to offer all 4 components of a Document Manager. The goal then becomes providing a single user/business/enterprise with one tool, one business process and no software to accomplish its Document Management and Distribution needs.
A Document Manager in the Cloud provides a user many benefits, including:
1. Savings on storage and archival software/hardware by being cloud-based.
2. Save on distribution costs by transferring large business and technical files via the Cloud.
3. Create efficiency by Sharing files and collaborating on the cloud, saving on time and travel expenses, and
4. Finally create output via the Cloud to multiple destinations and via one work flow.
5. All of the above is accomplished with one vendor, meaning one invoice to manage.
Providers need to evaluate their offerings and choose their paths carefully. While the MFT market is saturated, there are very few Cloud Print Providers in the market. It is important to find the right Cloud Print provider with a global footprint to fit your model.
Key is recognizing the potential of output. While it’s the least used element of a Document Manager, it generates the most revenue since its transaction based. Cloud based Storage/Archival, Distribution and Sharing are all subscription based services.
Keep an eye out for the next generation of Cloud Document Management that will combine MFT with Cloud Printing.