Document Management in the Cloud for Business of All Sizes

Collecting customer’s documents and searching through large volumes of paper documents is never easy. The evolution of Document Management System made document handling simple and easier for SMBs and large enterprises.

Understanding DMS:

In a nutshell, it’s an automated solution that digitized all paper records and organized them in a way which allows smooth access to all its users. The DMS software is designed to easily store, share, manage and improve your overall digital documents in a centralized location.

Cloud Document Management Software and its Core Benefits

  • Reduce Storage Space:

Did you know commercial properties are increasingly looking for document storage space which adds onto the expenses just to store its paper documents? As a result, companies are renting and creating maximum storage space for the same. On the contrary, a software-based document management solution reduces the need for buying or creating file cabinets, boxes and storage bins for your valuable assets.

  • Keep Content Organized:

DMS is integrated with an online management platform that organizes and manages all content.  In fact, each and every user has adequate storage space to manage document under his or her care. In addition, all documents stored are easily accessible to everyone unrestricted. The most critical business processes such as traffic analyses can be easily done with DMS.

  • A One-click Update:

Whenever a new version of the software is available, you can upload the same to the existing files. A manual check for updates is available in the DMS program.  To do this, click the tools menu and Internet updates. The program will proceed to download if any update is available for download. 

  • Better Security:

Document security is paramount for any business. Keeping paper documents at office makes them prone to risks like theft, fire, flood or other disasters. With DMS, all your business’ confidential information are backed and completely secured in the DMS cloud. DMS documents can be controlled at the folder level which can also record an audit trail, providing information as to who has viewed it.

  • Collaboration:

To promote business productivity and efficiency, DMS creates an opportunity for users to access documents remotely, from any location across the globe. It allows only registered users to check-in and out of files to ensure that no unauthorized user is making edits at the same time. Information sharing and collaboration are a lot easier with this software.

  • Full Access on Mobile:

Most of your business’ tasks can be done without being present at the office. This is possible with the help of mobile devices. DMS is integrated with a mobile app to enable the team to access information at any time 24/ 7, online or off online.  Aside from this, clients can have access to over 40 key data sources. 

  • Administrator Control:

Urbansoft cloud DMS is built with necessary tools that enable all companies to set up and personalize the portal depending on the company’s culture. Meaning, the administrators can decide the setup of the portal, personalize document, organize major navigation, lock in the template design, select necessary modules and allow or restrict permissions to each of the system users.

Are you ready to ensure accuracy and efficiency with Urbansoft Cloud Document Management Software? Find out everything you need to know to get the right document management solution.Contact us now!

Minimize Cost Using the Cloud – HOW!?

There has been a rush towards cloud computing in a large part of cost-conscious IT departments that look towards the cloud as the next step in virtualization and probably the best solution to stretching IT budgets. But with the need to provide fully elastic services in the industry, cloud computing does scale in real-time. Does that mean that IT should turn its eye away from the bottom line?

CMP – Solution to Minimizing Cost Using the Cloud:

  • Rightsizing:

With the goal of minimizing costs and maximizing performance, rightsizing is put into play. This refers to virtual machine allocation in your infrastructure, based on resource workload thereby minimizing cost and maximizing performance. By analyzing data that monitors individual virtual machines, you can recommend changes to resource allocation. Using a cloud management platform one can also collect performance metrics that identify average and peak resource consumption over a specific period. When these metrics are seen below the normal threshold, the cloud management platform makes recommendations to a smaller, more appropriate instance type.

  • Power Scheduling:

Making and keeping track of the power consumed while running programs in the public cloud can help you keep costs down. Maintaining a power schedule helps you configure times when your team needs to restart and shut down usage. This prevents them from running overnight and during the weekends when nobody is using them, but you are PAYING for. As you pay for public cloud usage by the hour, a schedule that turns it off by 7 pm and restarts at 7 am can save you more than 65% of your regular costs versus an instance when it runs continuously and even during the weekends.

  • Lifecycle Management:

Especially for public clouds, lifecycle management is essential and its usage is quite clear. Workloads that have been powered off and are out of date can be inadvertently powered on, and have the potential to increase monthly bills. Using unmanaged virtual machine sprawls can create a negative impact by wasting resources. One solution to help with the same is by assigning an expiration or decommissioning date to a virtual machine which is created. This excludes the core infrastructure VMs or VMs which run workloads that are critical.

  • Cloud Cost Analytics:

Using reports that provide clarity on a cost comparison, cost visibility and chargeback; one can educate business units on determining workload placements, which could affect costs based on technical requirements and usage. Many such corporates run comparisons to identify that the results are not apples to apples, but apples to oranges.

  • AWS Reserved Instances:

One of the ways to control computer costs is by using AWS, Amazon EC2 Reserved Instances (RIs), which allows you to fall-back on EC2 computing capacity, which benefits in alteration of considerably reduced hourly rates. This can be as high as 75% in comparison with On-Demand Instance pricing. While choosing RIs the best case would be to go for one with very stable usage patterns. These can benefit you in accomplishing the highest savings with rapid ROI while minimizing the possible effect of future unused resources.

For more details on cloud computing and ways to reduce costs for the same contact us here

 

Run an Oracle Data Warehouse in the Cloud – Why?

As we know it, businesses are constantly evolving and changing, and as a result, IT providers deal with operational challenges connected with the regular procuring, deploying and maintaining of their infrastructure needed to support the growing amounts of data. Well, modernization has made it possible for technologies such as Oracle to offer an autonomous cloud database which can be upgraded with time when the need arises. Oracle data warehouses use different designs for standard operational databases so as to maintain accuracy while updating real-time data for cloud customers.  Here are a few convincing reasons why businesses need to run an Oracle Data warehouse. Read on!

  • Increase Speed of Deployment:

To allow companies to be more responsive to changing market demands, Oracle innovates on hardware and software to enable cloud customers to use an Oracle Database and related applications,to help achieve business progression faster and easier. This gives companies a good edge over their competitors as they keep pace with market reforms.

  • Run Efficiently:

With Oracle data cloud, you can boost sales billing, deliver values, shrink variable cost, plan ahead, and save costs associated with mismanagement. Furthermore, you stand the chance to use Oracle social to listen to your customers or enable them to communicate with your team easily, anytime, and from any location.

  • Rapid Security Updates:

Generally, any system connected to the Internet is susceptible to the threats of hackers and online predators. With this in mind, our Oracle team provides suitable tools that help companies and governments build a strong security framework using the cloud, which detects and prevent scams, spam emails, and other malicious malware.  This keeps all private data ever secure.

  • Big Data Enablement:

An organization dealing with big data enablement can streamline the same by using a cloud-based warehouse option for storage. With these tools, customers can implement big data solutions for standalone platforms, or tied to Oracle Database for a more complete solution, as well as, boosting big data efficiency.

  • Accelerated Analytics:

Oracle cloud Data Warehouse combines database predictive analytics algorithms with open source R algorithms that are easily accessible using SQL and R languages. This helps customers conduct extensive analytics on their products and services for further improvement.

  • Platform Completeness:

Avail a complete platform environment of Oracle cloud that permits you to build, deploy, integrate, extend applications, and other platform services in the cloud with no delay. Urbansoft cloud services help to reduce vendor flaws and complexity involved in managing multiple technology providers to attain high performance through streamlining workloads.

Check out other ways Urbansoft can help you run an Oracle cloud data warehouse by visiting our website. We are certain that companies are creating new information architectures of multiple physical data stores, whichis why we use technologies such as Oracle, Big Data, SQL and so on, to make all the distributed architecture into integrated reality. Urbansoft cloud services are designed to help you gain a competitive advantage that can benefit your business beyond your imagination.

Let us connect and keep your business in pace with digital transformation.

Why Upgrade to the Cloud?

Panning out business ideas can be hard, but keeping them secure is even harder. This brings cloud computing to the mind. With all the buzz that has been going on around the technology, we thought that we’d bring you a few reasons why you should also consider the same.

 

For more on Urbansoft and our services visit Urbansoft.co.

 

 

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