Cloud Based Document Management System
Cloud Based Document Management System with MPS
In today's hybrid working world, the need to access, share, and store information securely has become business-critical. A cloud based document management system enables organisations to store their documents digitally, allowing authorised users to retrieve and edit files from anywhere, at any time. MPS UK provides tailored cloud based document management solutions designed to streamline operations, enhance collaboration, and strengthen compliance.
What is cloud based document management?
A cloud document management system refers to a digital platform hosted online that stores, organises, and secures business documents. Unlike traditional storage systems that rely on physical filing or on-premise servers, a cloud based document management system offers a centralised, scalable, and remote-friendly solution.
How does it differ from traditional document storage
Traditional document storage often requires significant physical infrastructure and manual processes, which are prone to inefficiencies and errors. By contrast, cloud based document management eliminates the need for on-site servers and manual archiving, offering automated indexing, real-time access, and integrated backup features. This approach reduces physical storage costs, increases document security, and supports flexible working arrangements.
Can I control who sees or edits specific documents?
Absolutely. Role-based permissions are a key feature of any modern cloud based document management software. Administrators can restrict access by user level, department, or individual document, ensuring confidentiality and accountability. This means sensitive files remain protected while still allowing teams to collaborate effectively.
What features should I look for in a cloud DMS?
When choosing the best cloud based document management system for your business, consider the following:
Intelligent document indexing and full-text search
Version control, so changes are tracked and reversible
Workflow automation to reduce manual admin
Mobile access for teams working remotely
Role-based permissions for secure collaboration
Integration with apps such as Microsoft Office, Google Workspace, and popular CRMs
These features provide the foundation for improved productivity and reduced document handling errors.
Is it scalable for growing businesses?
A major advantage of document management in the cloud is scalability. As your business grows, the system can easily adapt to increased document volume, additional users, and more complex workflows. Our cloud based document management solutions grow with your business and remove the burden of manual upgrades or costly infrastructure changes.
How can MPS UK help?
With decades of experience in secure print and document solutions, MPS UK offers trusted guidance and hands-on support. From initial consultation through to deployment and training, we ensure your transition to cloud document management is smooth, compliant, and tailored to your operations.
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If you’re ready to improve document control, reduce costs, and future-proof your operations, get in touch today. Our London-based team is ready to tailor a document management system that fits your exact needs.
Explore more about our services here or contact us to arrange a consultation.
Who typically uses cloud document management systems?
While businesses across every sector benefit from cloud based document management, it is particularly valuable for sectors dealing with sensitive or high-volume documentation. This includes legal practices, where cloud based document management systems for law firms must ensure data security and ease of compliance. It also benefits small businesses looking for cost-effective, scalable tools to support document workflows.
Are cloud document management systems secure?
Yes, cloud document management software is designed with advanced encryption, secure access protocols, and built-in disaster recovery. The best cloud document management systems will include user authentication, activity logs, and multi-factor access controls. MPS UK can help assess your organisation’s specific security requirements to ensure full compliance and peace of mind.
Do I need special software to access the DMS?
Typically, no. A well-designed cloud document management system can be accessed via a web browser, though some platforms also offer mobile or desktop apps for enhanced functionality. MPS UK helps clients select platforms that suit their working preferences and existing infrastructure.
Can it integrate with existing systems?
Yes, integration is essential for smooth business operations. The best cloud document management systems are built to work alongside your current tools. Whether you use Office 365, Google Drive, or industry-specific software, MPS UK ensures seamless integration as part of our managed print and digital document services.
How much does a cloud DMS cost?
Costs can vary depending on the size of your organisation, the number of users, and the functionality required. MPS UK provides scalable packages suitable for businesses of all sizes, including cloud based document management for small business operations. We take the time to understand your needs before recommending a solution that’s cost-effective and future-proof.
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