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  • Sneha Devaskar

What should be the implementation type of Document Management Solution, Cloud or In-Premise ?

Document Management Solution

Many customers who see potential in using DMS systems often find themselves puzzled while making the choice of whether to implement Cloud based or In-Premise DMS. While making this crucial choice, you, as a customer, need to familiarize yourself with the differences between the two, along with their pros and cons. Once you acquaint yourself with your options for DMS, you can make a choice that suits your organization best. Here are 7important factors for consideration that will help you decide between Cloud based and In-Premise DMS.

1.Type Of Organization:

You might want to review your organization and its needs in your decision making process. If your organization needs its documents available outside its main facility, the Cloud is what you’re looking for. Think field work, remote access, work from home, and outstationed 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 In-Premise systems.

2. Number Of Files:

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-Premise DMS is not suitable for organizations that foresee an accelerated or unexpected growth in terms of document storage.

3. Your Price Range:

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. Your Existing Infrastructure:

If your organization currently holds the potential infrastructure to host an on-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 which does not require any major infrastructural changes.

5. Your Firm’s 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’s. It is advised to weigh the advantages and disadvantages of using Cloud services in comparison to In-Premise DMS, 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 file access needs. In-Premise DMS can only render files at their source, the workplace. It provides centralization of all your firm’s documents. 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 solution, make sure to research the security policies and filters that the provider offers, for the safety of your firm’s DMS.

ShareDocs Enterpriser offers In-Premise DMS solutions provided the following minimum system requirements are met:

Hardware requirements include a dedicated server, a modern Intel Quad Core Xeon (multiple processors are always welcome), a server memory of at least 8GB RAM, and a minimum of 500GB HDD (hard drive) space, based on the files needed to be uploaded. It requires a Gigabit LAN port with a connection to client’s Internal Network. A static IP should be assigned to the system for remote access.

Software requirements include an operating system being Windows Server 2008 R2 Enterprise Edition (64 bit) or higher, MySQL (a data management system) and an updated web browser like the latest versions Google Chrome or Mozilla Firefox.

Remember to make a wise choice when choosing between the Cloud or In-Premise System. Along with careful consideration, proper introspection, and technical advice, you can find a suitable, pertinent solution. The difference between the two can prove to be your firm’s true, defining moment.

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