Organizing Electronic Documents and Records in Cloud-Based Systems (5-4) K.J. McCorry

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Organizing Electronic

Documents and Records in

Cloud-Based Systems (5-4)

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1 Organizing Electronic

Documents and Records in

Cloud-Based Systems

Presented by: K.J. McCorry

Officiency, Inc.

www.officiency.com

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4 Benefits to Cloud Storage

Online access to files

No server to maintain

Backup of files

Share files and documents easily

Better search capabilities

Collaboration features and options

Direct save and drag/drop from local drives

Challenges to Cloud Storage

Perceived

security issue

Information is not

consolidated in one

location

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Features

Google Drive OneDrive DropBox Box Apple iCloud Amazon Cloud

File Sharing Yes Yes Yes Yes No Yes

File Types MS Office Google Docs Adobe Photos Videos MS Office Adobe Photos Videos MS Office Adobe Photos Music Videos MS Office Adobe Photos Videos MS Office Adobe Photos Music Videos All most all file

types MS Office Adobe Photos Videos Collaboration Features

Can view, edit, collaborate and create files within Google Apps. Can only view MS

office docs, not edit (need to

download) Interacts with Email/ Productivity

Apps

Can view, edit, collaborate and create online all MS office docs Interacts with Email/ Productivity Apps

.

Can only view and not edit online. Opens directly to application. Auto upload of photos from phone. Files can be edited (and even deleted) by other

users

Can only view not edit online. Assign Tasks Connects with other

enterprise apps (SalesForce,

NetSuite)

Can view, edit, online with Apple

iWork Office Suite Limited collaboration

features Can only view

and not edit online Auto upload of photos from phone. No access to files on tablets/ phones

Comments Great for Google

email users. Great for users who use PC and Windows mobile devices

Works great across many

platforms.

Great for teams, project management and larger companies. Great for primarily Mac/ iphone users

Great for just document storage

8 Storage and System Capabilities

Google Drive OneDrive DropBox Box Apple iCloud Amazon Cloud

Free Storage 15 GB 15 GB 2 GB 10 GB 5 GB 5GB Additional Storage Cost $2/month 100GB $2/month 100GB $10/month 1TB $10/month 100GB $10/month 1TB $4/month 100GB Operating Systems Windows/ Mac Android/ iOS Windows/ Mac Android/ iOS Windows/ Mac/Linux Android/ iOS/Blackberry Kindle Windows/ Mac Android/ iOS

Apple Products only Windows/ Mac/

Kindle

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Features

Google Keep OneNote Evernote

System Platform Google Drive, Android Windows, Mac, Android, iOS Windows, Mac, Android, iOS

Integration with

Other Systems Only Google OneDrive, MS Office Apps

Google, Outlook, + hundreds of other apps

Fee/ Storage Free, must have Google _Account Part of MS Office applications _{7GB online} Free for 60MB/month ($5/month upgrade)

Organization Color coding Notebooks, sections, pages, _{tags, color coding} Notebooks, pages, tags

Types of Data Captured

Text, images, web pages, audio notes, photos

Text, images, web pages, audio notes, photos, videos and

documents

Text, images, web pages, audio notes, photos, files

Collaboration No Share notebooks Editable notes

Handwriting No Yes, with OCR capabilities Yes, with OCR capabilities

Offline access Yes Yes yes

11 Access to all Cloud-Files

with Single App

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13 Client Example:

Association

Type of

Organization

• Professional Association

Number of

Employees

•

5 Devices

• Desktop PCs and laptops (Windows)

Cloud-Based

Systems Used

• Google Drive and Apps: Primary organization records

• DropBox: Sharing of files with board, committees and

vendors

• OneDrive: Staff personal files

• Asana: Project and task management and meeting

notes

14 Client Example:

Small Business

Type of

Organization

• Boutique Hotels (3)

Number of

Employees

•

25 Devices

• 5 desktop PCs, 5 laptops (Windows and Mac)

Cloud-Based

Systems Used

• Google Apps: Primary email and organization records

(only accessible to the owner)

• DropBox: Staff access to files and records

• AmazonCloud: Personal files

• iCloud: Pictures, Music

• Evernote: Meeting notes, reference and resources

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16 Client Example:

Government

Type of

Organization

• Government Agency

Number of

Employees

• 2000

Devices

• Laptops (Windows) and Smartphones (iphones/

_{Android/ Blackberry)}

Cloud-Based

Systems Used

• Google Drive and Apps: Primary organization

records and productivity tools

• Google Keep: Meeting and personal notes and

reference

• DropBox: Sharing of files with board, committees

and vendors

17 The 6 Steps to Organizing

Cloud-Based Documents

• Determine location/s and distinction between each

cloud-based location

Step 1

• Determine file hierarchy and structure and document naming

conventions

Step 2

• Move and migrate data to designated location/s and purge

outdated information

Step 3

• Review system/s and test access to information

Step 4

• Determine and review process flow of create, save, edit,

delete

Step 5

• Address user challenges

Step 6

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