Cloud is an ever increasingly adopted sector by many New Zealand accounting practices. Large, medium or small, there is ample of scope for all in the cloud. Many have already embraced the cloud and many are still in the queue for shifting their processes and practices to the cloud. Though approved by many it is genuine enough for the new-comers to evaluate its suitability for their ventures.
The If’s and But’s
Some business heads are conscious and unsure about the safety and security of their data on the cloud. They are a bit reluctant to put on their sensitive data on the cloud based document management systems. In fact cloud is relatively safer for your data than to protect the physical papers. The IT sector has heavily invested their time and resources to ensure the data security and not in vain. The users can be assigned permissions and restrictions to access data, data is password protected, regular backups can be taken, sharing files is instant and with no middle man.
Still a humble suggestion is to acquire the data security details with the service providers before shifting on.
The Perks
Global Access - The basic and common feature of the cloud services is the data can be accessed from anywhere, anytime. ‘Global access’ has become synonymous with the ‘cloud’. Its a blessing for the companies who operate from multiple sites. Also, the business heads heads who have to constantly travel for expansion purposes get access to all their data and can also collaborate with their teams at all times.
No Duplicacy - Data is bound to be duplicated when travelled between multiple people. But with the cloud business software the data is kept at one location and accessed by all those who are permitted to. This ensures that the data edited by one user is immediately visible to rest of the team. Some advanced services provide the facility to edit the document uniquely in which when a user is editing a document it is not visible to other users and thus a single version of the document exists for all.
Surplus Space - The cloud offers plenty of space for your data. You say it and you get it (clearly the price varies with the space you use.) You also have the freedom to change the cloud space as and when your requirements change.
Digital Data - On the cloud all your data turns digital. This means that regular backups can be taken to secure the data from system failures etc. Digital data is also easy and quick to locate and share. The data can be shared online directly with the recipient without the fear of a possible data leak.
Docxone is a fully featured and a leading cloud based document management system for chartered accountants. Docxone is both cost effective and time saving, with features like advanced search, online client portal, three level document versioning, file sharing, flexible folder structure, and many more. Docxone is also integrated with the Xero Practice Manager for the ease of accountants.
Some business heads are conscious and unsure about the safety and security of their data on the cloud. They are a bit reluctant to put on their sensitive data on the cloud based document management systems. In fact cloud is relatively safer for your data than to protect the physical papers. The IT sector has heavily invested their time and resources to ensure the data security and not in vain. The users can be assigned permissions and restrictions to access data, data is password protected, regular backups can be taken, sharing files is instant and with no middle man.
Still a humble suggestion is to acquire the data security details with the service providers before shifting on.
The Perks
Global Access - The basic and common feature of the cloud services is the data can be accessed from anywhere, anytime. ‘Global access’ has become synonymous with the ‘cloud’. Its a blessing for the companies who operate from multiple sites. Also, the business heads heads who have to constantly travel for expansion purposes get access to all their data and can also collaborate with their teams at all times.
No Duplicacy - Data is bound to be duplicated when travelled between multiple people. But with the cloud business software the data is kept at one location and accessed by all those who are permitted to. This ensures that the data edited by one user is immediately visible to rest of the team. Some advanced services provide the facility to edit the document uniquely in which when a user is editing a document it is not visible to other users and thus a single version of the document exists for all.
Surplus Space - The cloud offers plenty of space for your data. You say it and you get it (clearly the price varies with the space you use.) You also have the freedom to change the cloud space as and when your requirements change.
Digital Data - On the cloud all your data turns digital. This means that regular backups can be taken to secure the data from system failures etc. Digital data is also easy and quick to locate and share. The data can be shared online directly with the recipient without the fear of a possible data leak.
Docxone is a fully featured and a leading cloud based document management system for chartered accountants. Docxone is both cost effective and time saving, with features like advanced search, online client portal, three level document versioning, file sharing, flexible folder structure, and many more. Docxone is also integrated with the Xero Practice Manager for the ease of accountants.
