10 benefits of cloud-based dictation systems
If you are wondering whether the cloud approach is right for you, we’ve detailed below ten of the top benefits you can expect to achieve to help in your decision-making, with some providing immediate savings and others being more strategic.
1. Cost advantages
Moving to the cloud can deliver immediate cost savings for many users of cloud-based dictation services; in addition, the charges are predictable and there is no capital investment required. Another potential benefit, particularly for small businesses, is that when moving from a purchasing to a hiring model, the majority of related costs will cease to be capital expenditure and will instead become operating costs in the form of regular fees to the service provider.
2. Easier maintenance and updates
System updates and maintenance are included in your licence fee. The cloud provider will provide you with instant access to the latest version of the dictation software with no upgrade costs, meaning that you don’t need to worry about undertaking updates in-house or tracking software licences.
3. Supporting remote working
One effect of the COVID pandemic has been to increase the numbers of employees working from home, even in professional services such as the legal sector. If the dictation software is in the cloud, then accessing it from home is just as straightforward as from the office, with encryption allowing for the secure transmission of digital files.
4. Enhanced mobility
A wide variety of professionals need access to “on-the-go” dictation capabilities, for example healthcare staff visiting patients or accountants working at client sites. Dictation apps available via the cloud allow users to access a fully featured version of the software from a range of mobile platforms, including iPhone, iPad and Windows devices.
5. Improved agility
A key attraction of the cloud is that it allows a business to purchase only what it needs in terms of user licences. Using cloud services also allows you to scale up or down, depending on your needs. This is provided automatically and instantly, so it really is as straightforward as opening the tap further to draw more water.
6. Integration with other cloud-based apps
Using cloud-based dictation provides the opportunity to integrate the digital voice files with other cloud apps such as workflow management and document management. This, in turn, will provide a number of significant benefits such as streamlining document-related processes and providing a clear digital audit trail for all dictations and transcriptions.
7. Increased efficiency
Cloud-based dictation software can provide faster document turnaround times since the original voice files can be sent electronically to transcribers, and the resultant documents can be shared simply and quickly with the authors for editing or approval, irrespective of their location.
8. Enhanced security
The cloud commonly offers greater security and resilience measures than those utilised by individual businesses. Every single voice message can be encrypted prior to transmission, whilst cloud providers are commonly required to ensure their storage solutions adhere to ISO and/or other international standards.
9. Back-ups/recovery
One of the major advantages of the cloud approach is that there is no risk of your voice files being lost if your PC or mobile device is stolen or hacked. The files are saved remotely in the cloud, and recovery times are significantly faster for businesses using cloud computing when compared to those not utilising these services.
10. Access to support
The trend towards hybrid work means that in-person visits from IT support are largely a thing of the past. If users have queries or issues regarding the dictation software then many cloud suppliers will provide online helpdesk support, though the times throughout the day when such support is available may vary.
What next?
If you are interested in exploring the opportunities for a cloud-based digital dictation solution for your business, then as a first step you should understand your business goals, establish the potential cost benefits, and consider the key features you will require (including any integration requirements). This will provide you with a sound basis for identifying the most appropriate solution.
