What’s Ideal? In-Premise DMS or Cloud-based DMS?

 

Many customers who see potential in using document management solutions often find themselves puzzled while making the choice between cloud-based or in-premises installation. While making this crucial choice, you need to familiarize yourself with the differences between the two, along with their pros and cons. Once you acquaint yourself with your options for installation, you can make a choice that suits your organization best. Here are 7 important factors for consideration that will help you decide between cloud-based or in-premise document management solution.

1. Type Of Organization

You might want to review your organization’s structure and its needs in your decision-making process. If your organization needs its documents available outside its main facility, the cloud model is what you’re looking for. Think: field work, remote access, work from home, and out-stationed employees. On the other hand, if you need your documents centralized and docked at a specific location only, that being your workplace or organization, you should opt for an in-premise installation.

2. Volume of Documents

A key point to remember while picking between Cloud and In-Premise solutions is that Cloud-based DMS is quite preferable for organizations that have:
a) a large number of files to be uploaded and indexed and
b) have estimated a future increase in documentation.

In-Premises model is not suitable for organizations that foresee an accelerated or unexpected growth in terms of document volume and storage.

3. Budget

When choosing between Cloud and In-Premise options, one should keep in mind that in-premise DMS requires significant expenses in the form of one-time hardware and licensing, and routine upkeep. If you expect your DMS to be used by  hundreds of users, this might be your ideal choice. On the other hand, Cloud-based solutions require a much lighter monthly fee for information backup and storage, with optional expenses for better functionality, additional features and extra storage.

4. Infrastructure

If your organization currently holds the potential infrastructure to host an in-premise document management system, it is highly advised to set up the ‘In-Premise’ model, while regularly upgrading and checking up systems as needed. If your organization is rather niche, it is suggested to go for a Cloud-based model as it does not require any major infrastructural changes.

5. Network Bandwidth

The data migration process requires good bandwidth. The potential of Cloud-based systems can range from satisfactory to excellent, based on the plan you choose, as processing takes place remotely. In-Premise models use your organization’s current network, making the most of what is available in terms of power consumption and processing speed (even if its bandwidth is less than the cloud model). It is advised to weigh the advantages and disadvantages of using Cloud services in comparison to In-Premise solutions, taking into consideration your company’s technological services.

6. Accessibility

As mentioned before, In-Premise and Cloud-based solutions are largely dependent on the organization’s document access needs. In-Premise DMS can only render files at their source, the workplace. It provides centralization of all your firm’s documents. Although, you can make the local IP live, the risk of untoward access still remains. However, Cloud-based solutions allow an organization’s files to be available globally, through internet access, for any employee to obtain with a proper secure login. Cloud solutions offer remote access to all stored files.

7. Security Standards

Put simply, opting for an In-Premise solution will definitely require the company to set up infrastructure according to their IT security standards. However, choosing a Cloud-based option does not compromise security grade in any way. Cloud systems stick to high standard security protocols that aim for high level protection of uploaded data. While choosing a Cloud-based DMS, make sure to research on the security policies and filters that the provider offers, for the safety of your firm’s DMS.

ShareDocs Enterpriser offers both In-Premise and Cloud-based model for its document management. The following minimum system requirements need to be met, however, for an in-premise installation:
1. A dedicated server
2. A modern Intel Quad Core Xeon (multiple processors are always welcome)
3. A server memory of at least 8 GB RAM
4. A minimum of 500GB HDD (hard drive) space

In terms of network requirements, a Gigabit LAN port with a connection to organisation’s internal network is required. A static IP should be assigned to the system for remote access.

With regard to software, following are the requirements:
1. Windows Server 2008 R2 Enterprise Edition (64 bit) or higher
2. MySQL (for database management)
3. An updated web browser like the latest versions Google Chrome or Mozilla Firefox

Remember to make a wise choice when choosing between a Cloud-based and an In-Premises DMS. Along with careful consideration, proper introspection, and technical advice, you can find a suitable, pertinent solution. Knowing the difference between the two can prove to be your firm’s true, defining moment and take you closer to finalizing on the perfect document management solution.

DMS: The Harbinger of the Digital Revolution

 

Implementation of next generation services in today’s workplaces has become a necessity. While we experience this transition from old to new, from analog to digital, there’s a dire need for intelligent and rational solutions in the workplace. Document Management Solutions, or DMS, has recently occupied that spot as a technical facility in almost all reputable enterprises. Put in a nutshell, DMS is a way to store, manage, and keep track of documents on a common server space.

The features of manual document management simply cannot compare to the ease and comfort of using DMS services. While it could take up to several hours to retrieve a specific document in a room full of them, DMS lets you find any desired document by simply searching for the file’s name or content. The document’s digitized version will be readily available at your fingertips at the click of a button.

 Now, the digitization of documents is a service that includes scanning of documents, categorizing and then indexing them. The indexing procedure allows for data to be found easily under the criteria that you input. Then, any duplicate or redundant documents are eliminated. Finally, your documents will be uploaded securely to the cloud or company server, where it will be within your reach, safe from misuse, theft or loss.

Of course, your physical documents still do matter. After digitization, they are stored safely at an administered warehouse, unless you want to store them at your own office. Provisions can be made to set up a storage facility right at your office space. Your documents are stored with utmost safety inside cartons in the warehouse. Upon request, confidential documents can be stored inside storage vaults with smart temperature control to stop the ageing of physical documents. Your confidentiality is valued.

DMS allows for breakthrough workflow and automation. With adequate amount of automation and customization, the DMS allows you to set a variety of rules for different workflows. It also includes features like email alerts for pending and overdue approvals, and programmed calculations.

Automation offers a plethora of opportunities in DMS. OCR (Optical Character Recognition) is a cutting edge feature that lets the system read the content of a document which can be used for retrieving documents by their data. The ability to create e-files and virtual folders is offered by a process known as “Smart Document Sets”.

Security has always been the centre of DMS services. Your data is protected by paramount security protocols. The usage of the HTTPS protocol makes sure your data remains yours. Users who need access to the data need to register and login, all being authenticated through an active directory. Documents can be encrypted automatically, and watermarks can be added to PDFs to retain proprietorship of these documents.

The perks of DMS solutions make for a much easier way to store and access documents. Searches performed on the bases of file name, content, OCR or tags, will fetch the desired file within microseconds. This improves potency in your workplace. And this productivity is set to keep improving with workflow management offered by the DMS. Besides designing custom workflows and selecting specific steps depending upon user roles, DMS allows you to assign documents to various user groups. Monitoring of performance and progress and keeping track of user comments are additional features readily available.

Don’t want all users to be able to access certain documents? DMS has got you covered. You can grant access rights to specific users to be able to view and update files. DMS also allows you to automate categorization and indexing based on the parameters you input. It simplifies time consuming tasks, makes creation of new documents easy, and also saves paper (hint: you save 2 trees each year from being cut).

The transition from old to new will carry on with or without you. But it’s up to you to decide a convenient, cost effective, and hassle free choice.

This is the reason why so many HR teams are insistent about deploying ShareDocs Enterpriser

ShareDocs Enterpriser is an ideal match for your pile of documents. Noted. Now that’s something almost every document management solution can help you with. Then what actually makes ShareDocs Enterpriser stand above its competition? Its capability to auto-link documents to one record. True that! We’ve proposed this solution to so many HR teams and consulting firms and we have them coming back to us with “immediate deployment” emails!

The simple reason why this is happening to us is the fact that we’ve understood their need. Each one of us knows how tedious it is to take care of documents and their copies. Add an employee count of 10000 or 100000 to it! Multiply this count with at least 15 documents coming from each employee. Ever wondered how HR executives take care of all of these documents and also face compliance and audit rounds? Having a DMS at their beck and call definitely reduces their load as all documents are found on a software’s platform. What sets ShareDocs Enterpriser apart from all document management solutions is its feature called ‘Document Sets’.

This feature helps the DMS admin to create a set of employee documents. Once the system has understood the logic behind clipping related documents to each other (by the common data found in each of these, employee code for instance), the DMS automatically links the documents as and when they are uploaded. When retrieving the documents of one employee, the HR executive then just has to feed in the employee code into ShareDocs Enterpriser and the job is done! All documents uploaded against that record show up on the screen. What’s more, you can also view the list of missing documents: documents not submitted yet as well as documents that have been lost at any point.

A leading manufacturing company’s HR manager recently told us how relieved she feels after having set up ShareDocs Enterpriser in her organisation. From the time she assumed the role of the HR head until she started using ShareDocs Enterpriser, she says, she only kept wondering how she’d accommodate and maintain documents of the 7000 employees that work for her corporation. Her lit-up face and the comfort that she finds in retrieving documents post a few clicks just goes to show how ShareDocs Enterpriser has been able to identify her problem area and fix it for her.

This and many other functionalities that ShareDocs Enterpriser boasts of are the very reason why the DMS is able to create a huge demand in the market. What’s most important is the fact that ShareDocs Enterpriser has been developed after considering all possible loopholes in a typical DMS and the issues that DMS users face. That’s the reason why ShareDocs Enterpriser comes with an email feature that lets you send a document to an internal or external recipient. If the recipient is a ShareDocs Enterpriser user, he can easily look up the document. If it is sent to an external recipient, the sender can either let the recipient download the document or view it on a clickable link that expires on a date and hour set up by the sender. Isn’t that effective?

What’s your take on this?