In a perfect business environment, required outputs remain constant or scale up in a reliable, manageable way. It’s easy to plan, budget, and allocate resources that way. But most of us work in operating conditions that are far from perfect, with ebbs and flows that are often unpredictable and sometimes make it difficult to react.
Document generation and distribution, as we all know, can be prone to such swings in output expectations. Companies can go for months mailing out regular statements and invoices without interruption and then suddenly hit a demand spike caused by unexpected events, like a security breach or a regulatory change. Or companies can face regular fluctuations in production as a matter of course, depending on their business.
Document generation is often a highly sensitive and crucial function. All companies, whether large or small, need systems and plans in place that can meet any unexpected output surge while keeping their systems functioning properly.
The solution to output swings is scalability, or the power to execute tasks properly regardless of the amounts of data being processed at any given time. Scalability ensures that performance doesn’t decline with fluctuating need and that a business can reliably scale output up and down quickly.
With on-premise platforms, you achieve scalability by increasing capacity, which often means upgrading and expanding servers and software systems that companies maintain themselves. But a better way is to rely on a cloud-based system for document management, composition, and output.
Scalability is not an issue with a cloud-based system, as capacity is virtually unlimited. Companies can access processing power, output levels, or storage capacity as their needs change. If a company suddenly needs to push out an unforeseen mass mailing, or deal with seasonal surges, it can rest easy knowing the capacity and the security are there.
A pay-as-you-go cloud-system also has other advantages. Companies avoid the pitfalls and capital costs of buying, managing, servicing, and upgrading their own physical servers and software systems. They can eliminate hiring dedicated IT teams to support and troubleshoot required infrastructure and bypass the guesswork of settling on the right amount of capacity. Too much, and it can sit idle. Too little, and bottlenecks can cause havoc.
A cloud service eliminates any worry of system failure because of surges in data processing, or worries about security to protect data against breaches, a normally expensive proposition.
A system like DocOrigin Cloud is a prime example of what companies can accomplish with a remote service while enjoying its conveniences.
Users can generate and manage documents from anywhere, anytime, with secure log-in password access. They can customize templates easily for invoices, purchase orders, packing slips, statements and other documents.
Software suppliers like Eclipse update the systems regularly and automatically, so users can rest assured they’re always using the latest versions without disruption or compatibility concerns. Software also adheres to up-to-date regulatory standards and compliance as a matter of practice. Automated back-up with redundancy features ensure that customers can restore data quickly if disaster strikes.
In the absence of certainty or consistent manageable growth, moving document production to a cloud service smooths out the ups and downs of business needs. Cloud processing injects some needed certainty into business operations.