Cloud-Based Document Management Software - Azure & AWS Only Get You Halfway There

Organizations think they have their document management solutions all figured out. They choose a major cloud storage provider but then realize they are only being offered a platform for storage without the tools to allow employees to manage, control and automate documents and business processes. In other words, storage solutions offered by Azure and AWS only get you half-way there allowing you to simply store documents. There are other crucial elements involved to make a successful process, including the act of physically scanning paper to extract the metadata and images to add to a cloud repository or RPA workflow. 

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Without a software platform like Mercury, you will find operational shortfalls that continue to pose challenges for Enterprise Content Management, streamlined integration across all forms of data and even security. Once you make a strategic decision to store data on Azure or AWS, you will undergo the painful process of moving, integrating and even digitizing documents only to find you still don’t have an access, security and workflow strategy in place.  

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AWS and Azure

Both Amazon Web Services (AWS) and Azure are cloud service platforms. They provide services across different domains such as compute, storage and delivery providing a scalable solution that grows with your business. The platforms use domains as their service allowing you to create and deploy different applications stored in the cloud. These services include:

  • Infrastructure as a Service (IaaS)
  • Software as a Service (SaaS) 
  • Platform as a Service (PaaS)

Although both offer a wide range of cloud services, they can’t compete with the fully integrated functionality and capabilities of Mercury software.

Why You Need Mercury Software

Mercury offers easy-to-implement software that manages your enterprise information. Regardless of where your data is stored, business users need software to reduce IT storage costs and compliance risk while maximizing the efficiency to access and secure your information.

Using Mercury, you have a solution that addresses all of your ERP needs, by automating critical tasks related to Information Governance and Storage Optimization including:

  • Analyzing your data to make well-informed cost-saving migration or deletion decisions
  • Classifying your data to align with your compliance requirements using auto-encryption, access control, and retention schedules
  • Migrating, retaining or releasing your data for retention, archival or deletion
  • Ongoing monitoring and tracking of your data to apply rules and policies
  • Generating audit-proof reporting

You will have an end-to-end solution and both a mobile app and desktop apps for your Enterprise Content Management needs. Access to key functions required for completely integrated data access automation would be at your fingertips.

Optimizing the Cloud

Although the demand for data storage and use continues to grow, most enterprises don’t use more than 20% of the data stored on the network daily. It is also not uncommon for companies to continue to store information that is not required for archival purposes which means valuable data storage space is wasted on useless, outdated information files in the cloud. As IT budgets are stretched, this space could be used more efficiently while also reducing wasted time on poor data management and maintenance practices.

Mercury software allows enterprises to analyze data to take an inventory of the content being stored. Old information that must be stored for compliance or other business reasons can be sorted from outdated information that can be deleted. This allows you to save on high-cost storage platforms when a strategy is designed to improve storage efficiency. Using MercuryAnalyze allows you to gain valuable insight into the data you need to keep at hand and easily migrate the archival information to a cloud archive. At the same time, you continue to leverage ECM solutions.

Optimize Your Storage Space

Many organizations have reasons they have siloed content and data across different cloud services such as AWS and Azure. Mercury software is designed to integrate different platforms allowing you to analyze classify and access archived data regardless of the cloud platforms you are using. Each Mercury software module addresses specific aspects of ECM, allowing you to leverage the functions required for your specific needs including:

  • MercuryAnalyze: Analyze and audit data to plan archiving and migration
  • MercuryClassify: Classify and migrate data to the cloud or data already stored in the cloud
  • MercuryFile: Automatically archive files and migrate rarely used files to the cloud
  • DocHarbor (or other cloud platform): Securely store, search, retrieve and archive data
  • There are many benefits to including cloud storage services in your ECM plans including:
  • Reducing storage costs as you only pay for what you use
  • Optimizing data management so you always know what data you have, and where it is stored
  • Accessing data easily with automatic search tools that then retrieve the required information
  • Decreasing compliance risk by keeping data secured in a long-term and auditable archive
  • Controlling data growth so you only save the data your employees need to complete their work

In fact, with the right content management platforms and enterprise data management solutions, you can reduce storage costs by 60-80%. 

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Meeting the Needs of High-Volume Archival Storage

Information is required across all aspects of your business. Because of this, you need an efficient, smart technology that allows you to migrate and store your data as it arrives. Every organization faces its own issues whether it is actual compliance regulations or requiring the highest levels of security like personally identifiable information (PII). You cannot afford to put your content at risk by using less secure, yet easily accessible storage practices.

As mentioned, IT budgets usually aren’t being increased at the same rate as your data storage needs. Tier 1 storage is not cutting it for many organizations, making it necessary to find alternative solutions. The cloud offers a secure, valid method for storing data, especially data that must be stored over the long term.

Each organization has the option to choose solutions that work for them. This could include:

  • A combination of on-site storage and archiving
  • A combination of third-party storage and archive
  • A designated private cloud archive

Solutions are designed to provide streamlined access to information whether it is for daily use or archival purposes and for sharing files or keeping them categorized based on authorized users. Many enterprises have existing storage that needs to be improved and grown which can include on-site cloud archiving, public cloud storage through Amazon or Azure, or even private cloud storage solutions.

Finding a way to integrate all of these storage elements securely, efficiently and affordably while remaining compliant can be a challenge. To find the right high-volume archive solution, some innovative thinking is required to make sure needs are accommodated and unlimited storage is available.

Mercury software offers a set of modules designed to streamline cloud-based document management. Your data can be sorted, classified and stored based on need, so workflow is never interrupted, storage space is optimized, and costs are reduced. Document management solutions and operating systems cover all your bases, so your stored files and folders remain accessible, relevant and organized.

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