Working from home has become the norm for many companies by 2025. A key factor in the success of New Work is the flexibility of existing IT infrastructures. As a result, there are significant differences between industries when it comes to the proportion of employees with remote working arrangements.
A document management system (DMS) such as d.velop documents is a fundamental requirement for enabling employees to access all relevant information from home. However, when it comes to the necessary flexibility, it’s not just the system itself that matters – the method of deployment also plays a crucial role. A Cloud DMS offers the ideal entry point into professional document management. In this article, we’ve summarised the key aspects to consider on your journey to cloud-based document management.
A cloud-based DMS is no longer a nice-to-have – it’s the technical foundation for ensuring that information is available wherever work happens: in the office, at home, or on the go.
Tim Wohlert, Account Executive Private Economy
d.velop AG
On-Premises vs Cloud DMS: A Comparison
Before implementing a cloud-based DMS, it’s important to understand the advantages, disadvantages, and possible alternatives of this deployment model. The focus here is on the two main options: operating the software on-premises or as Software as a Service (SaaS).
On-premises solutions rely entirely on local infrastructure and data storage. The software is hosted on your own in-house servers. While this gives you full independence from third-party providers and maximum control, it also means you are solely responsible for your hardware, data security, maintenance, and updates. This option requires a solid level of in-house IT expertise.
Software as a Service (SaaS), on the other hand, is a convenient way to introduce a DMS via an external service provider. Unlike on-premises solutions, no dedicated server is required. The software is hosted in the cloud, and you rent the system for your specific needs. Software providers like d.velop ensure a high level of data security and compliance.
Cloud-Based Document Management: The Optimal Solution
While both models offer their own unique benefits, the cloud has become the preferred choice for many organisations – particularly due to the following advantages:
1. Cost
- No high upfront investment
- Low financial risk
- High flexibility
2. Security
- Cloud providers offer a high level of security and protection for their data centres
3. Customisation
- Modern cloud-based DMS solutions are now so advanced that they allow for extensive customisation options
Cloud DMS Features: Now on Par with On-Premises
One persistent myth about cloud-based document management systems is that they lack the functionality of on-premises solutions. It’s time to put that myth to rest – because innovative providers now offer identical feature sets, regardless of the deployment model. When choosing a DMS, you should look for the following core functionalities:
- Smart Filing: Say goodbye to manual filing, paper records, and unstructured folders. An integrated DMS becomes the central hub for your organisation – especially for remote work.
- Archiving: Central availability is one of the key benefits of digital archiving. All documents are automatically sorted into digital files across locations, giving every employee access to up-to-date information – even decades later.
- System Integration: Documents and data are generated in many different systems. A DMS connects to these systems, allowing seamless access to archived information directly from the application in use.
- Fast Search: A centralised document repository and intelligent search functionality reduce search times to just seconds. Thanks to metadata tagging (e.g. customer name, document type), you’ll always find what you’re looking for.
- Process Automation: Modern DMS solutions go far beyond document storage. With integrated workflow features, they enable the digitalisation of your business processes.
- Cross-Company Collaboration: Once a document is automatically filed and tagged, it can be edited directly within the digital file by employees and external partners. Real-time collaboration significantly boosts process efficiency.
Legally on the Safe Side
A modern cloud-based DMS ensures that all documents are archived in compliance with the GDPR and GoBD – securely, completely, and in accordance with legal requirements. With clear logging and access rights, every change remains traceable and verifiable. This way, you meet all requirements for data protection, retention periods, and auditability. Whether it’s an internal audit or an external review – your DMS is always audit-ready and legally compliant.
Security in the Cloud: Is a Cloud DMS Safe?
The security of cloud-based DMS solutions operated as “Software-as-a-Service” is just as hotly debated as their range of features. Yet, when chosen wisely, the facts speak for themselves. Your data is stored redundantly across multiple servers and data centres. Leading cloud providers like Amazon are designed for 99.99% availability.
No Data Loss in Online Document Management
The likelihood of losing a single document out of 10,000 is equivalent to losing one document in 10 million years. Thanks to redundant storage across different locations, simultaneous data loss is virtually impossible. In fact, it would be nearly impossible for any company to build such a secure infrastructure locally using its own resources.
More Than Just an Electronic Archive – Embrace Upgrades
So, when and for whom is a digital online document management system worthwhile? At its core, a cloud DMS offers far more than just electronic archiving. With automated filing, digital workflows, company-wide search functions, and collaboration tools, your cloud DMS becomes the central information hub of your organisation.
Cloud DMS Offers Room to Grow
A well-established DMS also provides ongoing development potential. One example is digital signatures. With signature apps like d.velop sign, documents can be signed from anywhere. Other valuable additions include digital invoice processing – for automatic reading and validation – or process management software.
Cloud DMS: Ideal for SMEs and Large Enterprises
When selecting a DMS provider, make sure the system can be easily expanded. This allows you to unlock the full potential of your DMS across various use cases and continuously enhance its functionality. A cloud DMS is the perfect companion for small businesses, mid-sized companies, and large enterprises alike.
8 Steps: Implementing a Cloud DMS & Managing Change
Here’s a practical step-by-step guide for introducing a cloud-based document management system (DMS), including change management, project planning, and employee training:
1. Define Objectives & Analyse Requirements
- Why implement a Cloud DMS? Efficiency, remote access, compliance, security.
- What should be digitised? Types of documents, processes, workflows.
- Who is affected? Identify stakeholders (departments, IT, data protection).
2. Choose the Right Cloud DMS Provider
Evaluate providers based on:
- Security standards (e.g. ISO 27001)
- Features (archiving, workflows, search, AI/IDP)
- Scalability & integrations
- Support & updates
Decide between: Cloud vs. On-Premises vs. Hybrid
3. Project Planning & Milestones
Assemble the project team: project lead, IT, departments
Define the roadmap:
- Pilot phase
- Rollout stages
- Go-live date
Set timeline & allocate resources
4. Data Migration & Interfaces
Inventory: Which documents, folders & formats will be migrated?
Preparation:
- Remove duplicates
- Define roles & permissions
Technical integration: Connect to ERP, CRM, HR systems, etc.
5. Change Management & Driving Acceptance
- Communicate early: Clear messaging on goals, benefits, and timeline
- Involve employees: Feedback sessions, appoint key users
- Address concerns: “Going paperless” doesn’t mean “losing control”
- Highlight quick wins: Show early, tangible improvements
6. Training & Enablement
- Role-specific training: For users, admins, departments
- Mix formats: In-person, e-learning, handouts, videos
- Ensure support: Contact persons, FAQs, helpdesk
7. Rollout & Go-Live
- Start with a pilot department: Minimise errors before full rollout
- Roll out in waves: Onboard departments step by step
- Go-live checklist: Check permissions, features, performance, backups
8. Post-Go-Live Support & Continuous Optimisation
- Gather feedback: What’s working well? What needs improvement?
- Expand the system: Digital signatures, IDP, invoice automation
- Ensure maintenance & updates (SaaS handles much of this automatically)
Document Management at the Flick of a Switch – with d.velop documents
With the cloud-based DMS d.velop documents, you can intelligently accelerate, simplify, and optimise the way you manage documents and information. A convenient digital filing system and legally compliant, audit-proof storage form the foundation for your digital transformation and remote working. You can try d.velop documents free for 30 days – with no automatic renewal and no obligations.
Here is the infographic summarising the key benefits of a cloud-based document management system.
Conclusion: Cloud DMS as the Central Hub
A cloud-based DMS is no longer optional – it’s a must-have for modern working environments. It enables secure, remote access to information, optimises processes, and increases efficiency across the entire organisation. With clear planning, effective change management, and the right solution – such as d.velop documents – it becomes the cornerstone of your digital transformation.
Document management out of the box – Kick-start your digitalisation
Frequently Asked Questions about Cloud DMS
What is a DMS – in simple terms?
A Document Management System (DMS) is a central, digital solution for structured file storage. It allows you to store documents online, find them quickly, share them, and collaborate – all without paper clutter. A modern cloud DMS offers remote access, automatic backups, clear user permissions, version control, and approval workflows – promoting organisation, clarity, and efficient teamwork.
How does DMS control work?
DMS control in a cloud-based system ensures that all documents are stored centrally and paper-free, with versioning and structured management. It includes automatic backups, defined approval processes, and mobile access. This enables fast document searches, traceable changes, and efficient, time-saving automation of digital workflows.
Is a cloud solution audit-proof?
Yes, a cloud DMS can be audit-proof – provided it meets legal standards such as GoBD or ISO certifications. This includes features like complete logging, version control, secure storage, and protection against unauthorised changes. A modern cloud DMS supports paperless, structured work with approval workflows, mobile access, and significantly more efficiency in document handling.
How must digital invoices be stored?
Digital invoices must be stored in a way that is audit-proof, complete, traceable, and tamper-proof, in accordance with GoBD guidelines. Ideally, this is done using a cloud-based DMS that supports versioning, structured filing, access control, and automated approval workflows. A cloud DMS not only ensures legal compliance but also enables mobile access, transparent processes, and a fully digital, automated invoice workflow.