Knowledge Base System in the Cloud – Using knowledge base software to organize your entire firm’s hard copy information or multiple document files into a well-designed knowledge base management system has taken time, patience, and meticulous planning. Now that the task is complete, you’re faced with the decision of whether to host the system in-house or use a cloud computing hosting service.
Both have their pros and cons, but here are 5 reasons why it might be worth your time to at least consider the benefits of hosting your knowledge base system on the cloud.
- Remote Access
The whole point of centralizing your enterprise’s information into a knowledge base system was to allow multiple people to access as much relevant information as possible. Right?
So it stands to reason that you would want these people to be able to access information whenever they want and wherever they are. Cloud computing allows users to access data anywhere on the planet as long as they have Internet access. That means employees can access information at the office, at home, on business trips, and at any hour of the day or night.
Placing the knowledge base system on the cloud enhances the convenient and efficient aspect of accessing information whenever it is needed. It can also mean that many of your employees might be able to work remotely from home, therefore lowering the need for office space and cutting back on time spent commuting, thus reducing the effect on the environment.
- Updating and Editing
Knowledge may be power, but it is not static. It changes constantly, so you need to be able to frequently and easily update the information contained in the knowledge base management system. Along with the convenience of remote access, hosting your knowledge base software on the cloud allows users to easily update information on the fly, using any device they have handy.
In addition, many cloud hosting companies can automatically monitor and update your knowledge base software. One more task you don’t need to worry about!
- Storage Space
Not only is knowledge not static, but it grows at an alarming rate! Physical devices run out of space, prompting the business to buy another computer, another flash drive, a bigger hard drive, and so on. Hosting your knowledge system on the cloud means that you don’t have to concern yourself with running out of space. You will be replacing your physical assets less often and employees can use their tablet or even smart phone to access large files and complex information.
- Disaster Recovery
Your firm’s knowledge base management system can be large and complex. Imagine the headache if it disappeared overnight? Hosting the knowledge system on the cloud means that it can be secure using the host’s backup and recovery system.
The information is also independent of your physical premises, meaning that any local disaster to your workplace, such as fire or flood, will not impact your knowledge system.
Cloud computing providers can keep your information safe through the use of encryption, enterprise-level firewalls, virus protection, and monitored data centers. The cost to any small or medium sized enterprise of purchasing and maintaining these essential tools could be prohibitive. You spent time and money developing an important repository for all the information needed in your business, it makes sense to make and keep it secure.
Choosing a reputable cloud service provider is essential, as is spending the time and effort to develop a mutually satisfactory service level agreement, but the cost savings in physical assets together with the convenience of remote access, would suggest that cloud computing is a service well worth considering for your knowledge base management system.