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Did you know that the average employee spends nearly 20% of their workweek searching for documents? That’s a full day each week spent looking instead of doing. For businesses that still rely heavily on paper or patchwork digital systems, the cloud can feel like a promise of something better, faster, and more connected. But where do you even begin?
That uncertainty is exactly what holds many organizations back. Is the move too complex? Too expensive? Too risky? At Strategic Technology Partners of Texas (STPT), we’ve been helping businesses optimize their document and print environments for nearly 40 years. We’ve watched the industry evolve, and we know the questions leaders ask when considering the cloud. The good news is, you don’t need all the answers at once. You just need a clear place to start.
In this article, we’ll break down how businesses can take the first steps toward cloud adoption, especially when it comes to managing documents and print processes. You’ll learn what to evaluate, how to avoid common pitfalls, and which solutions can help you future-proof your document strategy.
Table of Contents
- Step One: Evaluate Your Document Processes
- Step Two: Start with What Matters Most
- Step Three: Address Security and Compliance Up Front
- Step Four: Plan for a Smooth Transition
- Step Five: Choose a Partner, Not Just a Product
- Success Looks Like This
Step One: Evaluate Your Document Processes
Before jumping into the cloud, take a hard look at how your team manages documents today. Do you often waste time searching for missing files? Are employees recreating documents because the originals were misplaced? Is your IT team stretched thin maintaining outdated servers? If these scenarios sound familiar, your business is already signaling it’s time for change.
Start simple by making a list of the applications and tools you use every day. This might include email, word processing, spreadsheets, or industry-specific software. Many of these tools already offer cloud-based versions that are easy to transition into. For document-heavy businesses, adopting a cloud document management platform is often the easiest first win.
Step Two: Start with What Matters Most
You don’t have to move everything to the cloud at once. In fact, trying to do it all in one go is one of the biggest mistakes businesses make. Instead, begin with the areas that cause the most friction or risk. Maybe it’s how your team stores client records, or how your incoming mail is handled. Maybe it’s the printers that need constant attention.
By addressing the biggest pain points first, you get faster results and build momentum for larger projects. Think of it as dipping your toes in the water before diving in.
Step Three: Address Security and Compliance Up Front
Security is one of the top concerns when it comes to the cloud. Businesses often worry that moving to the cloud means losing control of their data. In reality, cloud solutions can be more secure than on-premise systems as long as they’re implemented correctly.
Of course, certain industries have stricter rules to follow. Healthcare organizations, for instance, need to comply with HIPAA, while schools must protect student information under FERPA. Legal and financial firms handle sensitive client data every day, making compliance essential and unavoidable.
The key is to plan early. Understand what laws apply to your business and make sure your cloud provider meets those standards. Some businesses even take out cyber insurance to cover themselves in case of a breach. Just like you lock your doors at night, you need to lock down your data.
Learn more about cybersecurity insurance here.
Step Four: Plan for a Smooth Transition
Even with the right tools, the transition won’t be successful without good planning. One of the biggest mistakes businesses make is trying to move too quickly without preparing staff. A smoother approach is to roll out changes gradually and provide training along the way.
Some businesses prefer to move non-critical systems first, giving IT and employees a chance to adjust before tackling larger projects. Others schedule transitions at the end of the week. This gives IT time over the weekend to test and troubleshoot. What matters most is finding a pace that works for your team.
Trying out pilot programs is also a smart move because it allows you to test out solutions on a smaller scale first. This way, you can catch and fix any issues before they impact the entire organization.
Step Five: Choose a Partner, Not Just a Product
This is where many businesses get stuck. There are endless apps and tools that promise to make your cloud journey easier. But instead of relying on a dozen isolated solutions, you can partner with someone who understands your business, industry, and document workflows.
To address these needs comprehensively, Strategic Technology Partners of Texas (STPT) can help. With nearly four decades of experience, we specialize in helping organizations bridge the gap between print and digital. We work side by side with you to design a strategy that fits your business, then connect you with the right tools to bring it to life.
A big part of that strategy is Xerox Digital Services. These services play a valuable role in a digital transformation journey. Some examples include:
- Xerox Capture & Content Services: Turn paper into digital files and organize them right from the start.
- Xerox DocuShare: A centralized content management system where employees can find, edit, and share documents securely.
- Xerox Digital Mailroom Service: Route incoming mail digitally so it reaches the right people faster.
Our role at STPT is to help you identify which solutions, whether Xerox or others, make the most sense for your business and implement them with minimal disruption. Our goal is to act as your partner for cloud adoption and guide you through each step of your digital transformation.
Learn more about Xerox Digital Services here.
Success Looks Like This
How do you know when your cloud transition is working? Here are a few signs:
- Employees find documents quickly without wasted time.
- Compliance standards are met with less stress.
- IT spends less time maintaining servers and more time supporting the business.
- Costs for infrastructure and hardware decrease.
- Workflows run more smoothly, even when employees are remote or during unexpected disruptions.
In some cases, businesses using cloud document management have been able to continue operating during natural disasters or cyberattacks because their files were accessible online.
This resilience shows that using cloud technology is more than just for storing data. It becomes a crucial part of your strategy to help your business succeed and handle any future challenges.
Future-Proofing Your Business with the Right Cloud Partner
Moving to the cloud doesn’t have to be overwhelming. You don’t need to flip a switch and change everything overnight. Instead, make smart choices, one step at a time, with the right partner by your side.
At STPT, we’ve seen firsthand how Xerox Digital Services can help businesses future-proof their document strategy. By combining decades of expertise with proven solutions, we help organizations move confidently into the cloud era.
