Aug 05, 2021 05:19 PM EDT
Business owners and digital platform managers shouldn't hesitate to ask their software providers questions. And with the number of software options out there, business owners have a lot to consider.
Before digging in to find the cloud service that will work best for your business, there are some primary considerations.
After all, with so many choices, you shouldn't have to settle. Let's cover what you want to As a business owner, you want to make sure that your cloud service effectively meets your business's needs. With multiple cloud options, you don't want to settle.
What Are Your Security Protocols with a Digital Transformation Platform?
The majority of third-party data centers offer co-location arrangements. This means multiple companies will share the same space. As a result, it's critical for companies to have the "security" conversation with prospective platform partners sooner rather than later.
Often, this begins with understanding the importance of your company's documents. For the best results, the software provider needs to know how critical the documents and information you'll be storing in their cloud will be.
For example, do you need to follow HIPAA regulations when storing documents? Do your documents contain client financial information, identifying information, or anything else that needs a higher level of security?
The software provider should know the importance of your company's documents, and you need to be aware of the steps they'll be taking to keep documents secure. Whether it's security cameras or house servers, biometric access screening, or other safety measures, digital transformation platform managers need to ensure data is secure.
The right document management platform has team members who are happy to explain their security measures. They understand the importance of increased security and will inform you about the measures they take to keep your company's information safe. They take the time to answer your security questions, no matter how large or small.
What About Your Business Contingency Plan?
Before agreeing to a digital transformation platform, be sure your documents are secure. You also need to consider physical security and disaster protection. For example, what happens if there's a natural disaster or the data center loses power? The cloud provider needs to have a business continuity plan in place with fail-safe capability. It's critical that you can access your documents, even in the event of a catastrophe.
Don't commit to a cloud provider who doesn't provide a clear, detailed answer to this question. Hopefully, your provider will never need to implement their business disaster plan, but you still want to make sure that they have one in place.
What Is Your Digital Transformation Platform Price?
Inevitably, pricing is part of the discussion. However, price shouldn't be the leading factor in selecting a software provider. Document management cloud solutions vary in price, so companies must know what they need and whether it is priced appropriately. You may find companies with different services and various price points to go along with each service.
Remember, it's not just about the cost. It's also about what you're getting for the price. Consider the overall cost-effectiveness as you discuss your options. A cost-effective solution may not always be the least expensive at the outset.
Is There Room to Scale?
Scalability is essential. As businesses grow, they need to scale their digital transformation platform to grow right along with them. Does the cloud provider you're considering have the room and resources to scale and grow with you?
Ask about the data center's capacity and a provider's plans for growing the cloud. If they take a static approach to cloud service, you may want to consider other options. Having a service that grows with your needs is a better choice than replacing your cloud service every time your business outgrows it.
The Best Cloud Solutions
When it's necessary to switch to a digital platform, you want to keep it as simple as possible. Look for document management solutions that harness technology while maintaining safe documents. Also, look for companies that have ample experience.
The best software providers offer solutions that come with sufficient flexibility for growing businesses while offering cost-effective solutions and clear continuity plans to keep your documents safe no matter what happens.
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