Cloud Based Document Management System (Which is the Best?)
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When setting up a new document management system, one of the first questions is, “Should we move everything to the cloud?” Choosing the best cloud-based system isn’t straightforward, as opinions vary. Your final decision depends on your specific needs and priorities.
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Cloud storage, customer management, and computing have potential to revolutionize the way your business operates. However, moving all your essential documents to the cloud might not be right for every company.
let’s look at the pros and cons of cloud-based document management, and we’ll examine the difficulties of setting up your own management solution.
Cloud Based Document Management Systems
Cloud-based solutions have become popular in recent years and for good reason. They’re often easier to set up and cheaper to maintain. However, on-site solutions offer more control and zero downtime, but at higher setup costs.
Let’s look at some of the benefits and drawbacks.
Cloud VS On Premise Cost
Cloud-based solutions usually offer cheaper storage through providers like Microsoft, Dropbox, or Google. Expect to budget around $20-$50 per user each month. Higher prices apply if you need custom document solutions or additional features.
An on-site dedicated server can cost thousands in equipment and hundreds more for licensing fees. Hiring professionals to set up and maintain it adds even more expense. This investment might make sense for systems with hundreds of users, but smaller operations usually won’t find it practical.
Infrastructure
Cloud-based solutions take this category as well. Initial setup just takes a few clicks, and you can upload all your documents within a matter of minutes or hours (depending on how big your collection is).
RackSpace also notes that cloud-based solutions are easy to upgrade. All you have to do is click a few buttons or place a phone call and your system can have extra storage for PC, RAM, computing power, or availability. This scaling ability makes cloud-based solutions especially attractive, but of course, it comes at a monthly expense.
On-site document management requires significant infrastructure to support it. First, you’ll need a space in your office where you can build the server, which could range from a closet to a large room depending on your storage requirements. It may also take a few days to a few weeks to get all your documents into the new system.
Once you build your system, you own it, and electricity becomes your only ongoing expense. However, repairs are your responsibility, and system upgrades require both time and money.
Control
For companies that value control of their document management from start to finish, an on-site system makes sense. Cloud-based solutions do offer a measure of control since you can decide how much storage you’ll need, how many users you’d like, and what kind of specifications your system requires. Many of these cloud-based providers will also customize their systems to your needs.
At the end of the day, however, your data resides in a data center somewhere far away, and some options for upgrades or customization simply won’t be available. If a custom or high-powered system is necessary for your company, on-site document management may make sense.
In certain scenarios, a hybrid of a cloud based document management system and an on-site system also makes sense.
Cloud Security VS on Premise
This one is a toss-up. While there’s something comforting about owning your own dedicated server and being able to physically lock it up, cloud-based providers have a huge incentive to provide top-notch data security for their clients.
On the other hand, cloud storage companies are a big target for potential hackers, as we saw in the 2016 Dropbox hack that exposed over 60 million passwords. Security and privacy are important topics to discuss with a consultant who can walk you through your options. It may be worth the initial setup costs of a private server to keep your data private.
Which Cloud Document Management System?
Each company’s implementation of document management systems will be different, so hiring professionals to help you can be critical.
Kelley Create is a leading office technology company in the Pacific Northwest, offering custom document management solutions to industry-leading companies. Contact Kelley Create today to talk about which document management solution works best for your company, whether its cloud VS on premise.