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.

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?


5 ways to calculate ROI for your ECM investment

Step 1
Estimate current document handling and storage costs. To find out how much is currently spent on a monthly basis to handle paper documents, list down the following: number of employees who handle paper documents, their average hourly salary, and time spent by each employee retrieving documents, making copies, recreating existing information, and faxing documents each day.

Estimate also the number of paper copies generated each day (pages), cost per copy (paper, toner, ink); amount spent on physical offsite storage per month, hours spent accessing this offsite storage and amount spent on filing supplies; as well as the amount spent on overnight delivery services and postage per month, or the number of faxes sent per day.

This exercise would give you a rough estimate of the labor, copying, storage and distribution cost of a paper-based office. You would be surprised at the staggering cost this exercise on a daily, weekly or monthly basis.

Step 2
Estimate the impact of a document management system on your operations. For each cost item you identified in Step 1, estimate how much of a reduction can be expected as a result of implementing ECM. It would be helpful to forecast a best-case and a worst-case scenario. For example, reducing time spent filing documents by 75 percent could be the best-case scenario, while a 50 reduction may be a worst-case scenario.

Step 3
Multiply the savings (percentages) by your initial cost factors. This provides a best- and worst-case scenario of the monthly savings that your unit will realize as a result of more efficient content management.

Step 4
Estimate the costs associated with ECM. The costs of software, licensing, hardware (and maybe employee training) must be factored in. However, they will vary significantly from department to department or from organization to organization, especially in the area of conversion expenses (i.e. document imaging required to convert paper documents into digital files).

Step 5
Calculate ROI. The return on investment should be the net annualized document handling savings divided by the total ECM costs, as a percentage. Using best- and worst-case scenarios should enable you to arrive at a high and low estimate for the ROI.

What you achieve by Implementing ShareDocs Enterpriser ?

Take a look at your desk and around your office. Do you see stacks of paper that are creating confusing clutter and taking up space? Does it always seem to take forever to find the document you’re looking for? Is a lack of organization caused by a paper avalanche making you less productive than you should be?

The good news is that you can easily reduce the amount of paper flowing through your office with the help of paperless document management software from ShareDocs Enterpriser. Our intuitive paperless office solutions allow you to easily capture, store, manage, share and protect your critical business data, so you can dramatically improve your file management process and save time and money.

Paper is obsolete. Technology is no longer a revolution; instead, it is something that has become intrinsic to modern society. Computers are the size of your hand, people are more connected than ever, and printing, filing or mailing documents is something you should never have to do again. As a business owner, it’s time for you to take that next step and finally utilize paperless systems. There are countless advantages, and you’re sure to love the instant impact it can have on your company.

  1. Instant Savings

The best business decisions are the ones that save you money, and choosing a system like ShareDocs Enterpriser absolutely falls into that category. You’re wasting money every day on paper, ink, and other printing supplies, not to mention the cost of storage space, cabinets and physical filing systems. Digital files are free once the hardware is in place, and you can forget about expenses like printer repair jobs.

  1. Top-Notch Organization

Even without the significant savings you’re sure to experience, you’d still love a paperless document management system because it is simply superior to a physical system when it comes to ease of use and organization. Looking for old files in a physical cabinet can be frustrating and can take hours, and you still may not find what you need. With a virtual system, you can search by date, file name or keyword, and you’ll have your results in seconds. Best of all, you can do that without setting foot inside of the office.

  1. Sharing and File Transfers

You know how connected the world is with social media and instant communications, and your document management system needs to be up to par. With a virtual system, any file can easily be securely shared directly to another computer within seconds. With cloud-based systems, any user with the proper interface and permissions can log on from any location and access files. Sharing has never been so safe and easy, and you’ll love how free-flowing information helps any business function at a high level.

  1. Next-Generation Security

Additionally, a system like ShareDocs Enterpriser offers unprecedented safety and security. Audit trails mean you know exactly who has access to the files and enables compliance with document regulations. Also, you can determine permissions levels—who can see, edit, and share files is within your control. Even which files each user can see is predetermined and controlled by the system, giving you privacy, security, and control.

  1. Total Loss Protection

Finally, you’ll love how a virtual system ensures that your documents and records are protected from any physical dangers, such as a fire or a flood. While the physical damage to the offices will need to be repaired, your company will retain cloud-based documentation so that business-as-usual isn’t interrupted, and you don’t miss a beat.