Defining the different types of Document Storage

The papers stacked waiting to be copied with a copier machine.

Running a successful business takes time, planning, finances, and teams of people fully invested in seeing the company grow and thrive. For many business owners, keeping records updated and documents properly stored is crucial to the company’s overall success. Having a comprehensive system in place for document storage, be it on or off the business premises, is essential to safeguarding confidential client and company information. It could make or break a business depending on the industry and nature of said business.

Thankfully, The Document Warehouse has put together some vital information about the different types of document storage available to you. Understanding how different types of document storage work will help you make an informed decision on how best to protect your clients, staff, and business interests.

Here are two types of document storage that form part of a comprehensive document management system.

Cloud Based Storage & Premises-Based Storage – Defining The Differences

Cloud-Based Storage

Cloud storage is an online data storing system in which the physical storage spans numerous servers that can be accessed at any time and from any device that has access to the internet and the server. A document scanning process is used to upload files and documents to the server. A cloud-based server is not located on the business premises. This type of service is hosted by a cloud hosting service provider and eliminates the added cost of buying and managing your own online data storage infrastructure.

Examples Of Cloud-Based Storage

  • Google Drive.
  • Google Cloud Storage.
  • Drop Box.
  • One Drive.
  • iCloud Drive.
  • Google Platform Services.

What are the Benefits of Cloud-Based Storage?

  • It makes working remotely easy as files can be accessed from any device given access to the server.
  • Files can be shared easily.
  • Files can be remotely updated and synced.

On-Premises Storage

On-premises storage is when the server storing your documents and files is hosted within the company’s infrastructure and, in most cases, on the physical business premises. Typically, with on-premises storage, the server is administered, controlled, procured, and maintained by an in-house IT team or an IT partner.

What Are The Benefits Of On-Premises Storage?

  • Reduced Internet Costs.
  • Increased Security.
  • Offline usage.

Understanding the definitions of the different document storage types will help you choose the best possible document storage solution tailored to your specific business needs.

Here at The Document Warehouse, we provide some of the best solutions for document storage in Johannesburg, including services such as EDMS (Electronic Document And File Management System). To better help your business navigate its way to the top without the added hassles that come with storing your documents safely and securely!