When it comes to working out what kind of digital records management is best for your business, is it really fair to compare the Cloud to Information Management?
What are the differences between the two?
The Cloud, amongst other things, provides an internet based storage solution. It enables businesses and users to upload, and download, documents and files to a Cloud account, which can be accessed from anywhere, so long as you have an internet connection. An added advantage of the Cloud is the ability to collaborate. Cloud based apps like Google Docs, enables employees to work on a single document from anywhere in the world simultaneously, and allow updates in ‘real-time’.
However, all of this is based on the fact that everything is digitally based.
Information Management on the other hand, basically covers the ‘handling’ of various formats of information across digital and physical. Which means receiving, storing, quality control, accessibility, distributing, security, archiving and the deletion of information. And with an extensive array of steps and options comes with it the management processes that ensure everything is performing as it should, such as; planning, organizing, structuring, processing, controlling, evaluating and reporting on information activities. These processes are integral to making sure that everything is performing, and being utilized, as it should, and if it is not, then arrangements and changes can be made to maximize efficiency.
As you can see from the above, comparing Cloud computing to Information Management is really not a side-by-side comparison. On the one hand Cloud computing is an internet based, loosely self-managed storage solution for digital documents and files. While on the other hand, Information Management has a full document life-cycle process in place, as well as process that provide detailed reports on each step of the life-cycle to ensure maximum efficiency.
Cloud storage is an information management system; it simply allows you to store your records. More robust records management systems are developed over many years’ experience in understand how records need to be accessed and a lot of time is spent in ensuring easy retrieval of information in a logical and easy to use manner.
Essentially, the cloud’s core function is storage, while information management’s core function is organisation, operation, and preservation.
Compu-Stor is happy to discuss your businesses Information Management needs, and tailor a solution that best suits you.