It’s no secret many organizations are moving their business critical applications to the cloud. It makes sense for some companies to do so. But not all companies are ready or willing to move their operations off premises. This can become problematic when software publishers drop support for on-prem products. That’s why it’s important to work with software companies that do now require cloud migration.
While the allure of cloud-based solutions is undeniable, maintaining control and security over sensitive documents and data within the confines of one’s own infrastructure holds significant value for certain organizations. In this blog article, we delve into the benefits and considerations of keeping your document management software on-premise. From unparalleled data sovereignty and customization capabilities to enhanced security and compliance adherence, we explore why on-premise solutions continue to be a viable option for businesses seeking to optimize their document handling processes.
Why Software Companies Push Customers to the Cloud
The transition from on-premise to cloud-based document management software is a trend that has gained significant momentum in recent years. Cloud computing offers numerous benefits, including scalability, accessibility, and cost-effectiveness. As a result, an increasing number of businesses are migrating their operations to the cloud to leverage these advantages.
For IBM i users, this transition presents unique challenges. IBM i, formerly known as AS/400, is a highly reliable and robust platform commonly used by organizations for their critical business applications, including document management. However, many legacy document management systems running on IBM i are on-premise solutions, which can pose obstacles when attempting to migrate to the cloud. Thus, simply moving to the cloud is either a major undertaking or not an option at this time.
Legacy Forms Software Reaching End of Life
Some organizations may already know that a number of legacy document management products have been reaching end-of-life status and will need to be replaced. These include:
- Jetform
- Optio
- Createform
- Createprint
On-Prem vs Cloud Document Management
The debate between on-premise and cloud-based document management solutions is a critical consideration for businesses seeking to optimize their document handling processes. On-premise document management software, installed and maintained locally within an organization’s infrastructure, offers a high level of control and security over sensitive data. With on-premise solutions, businesses can customize software configurations to align with specific requirements and integrate seamlessly with existing systems. This level of control is particularly appealing to industries with stringent compliance regulations, such as healthcare and finance, where data sovereignty and security are paramount concerns.
On the other hand, cloud-based document management solutions have gained popularity due to their scalability, accessibility, and cost-effectiveness. By leveraging cloud infrastructure, businesses can access their documents from anywhere with an internet connection, enabling remote collaboration and mobile access. Cloud solutions also eliminate the need for upfront hardware investments and ongoing maintenance, making them a more cost-efficient option for some organizations. Additionally, cloud-based document management offers automatic updates and scalability, allowing businesses to adapt quickly to changing needs and scale their operations as they grow.
However, the decision between on-premise and cloud-based document management software ultimately depends on factors such as data sensitivity, compliance requirements, budget constraints, and organizational preferences. While cloud solutions offer convenience and flexibility, some businesses may prioritize the security and control provided by on-premise solutions. Ultimately, organizations must carefully evaluate their unique needs and objectives to determine the most suitable document management approach that aligns with their strategic goals and supports their long-term success.
5 Reasons to Keep Your Document Management Software On Premise
In today’s era of rapid technological advancement and the growing prevalence of cloud computing, the decision to keep your document management software on-premise may seem counterintuitive to some. However, there are compelling reasons why maintaining an on-premise solution might still be the optimal choice for certain businesses. Let’s explore some of these reasons:
1. Data Control and Security
One of the primary concerns for businesses, especially those handling sensitive information, is maintaining control over their data and ensuring its security. According to a survey by LogicMonitor, 66% of IT professionals cited security as their top concern when migrating to the cloud. With an on-premise document management system, data resides within the organization’s infrastructure, giving them full control over access permissions, encryption, and security protocols. This level of control can provide peace of mind, particularly for industries with stringent regulatory requirements, such as healthcare or finance.
2. Customization and Integration
On-premise document management systems often offer greater flexibility for customization and integration with existing software and workflows. Businesses with complex processes or specific requirements may find it easier to tailor an on-premise solution to meet their unique needs without being limited by the constraints of a cloud-based platform.
3. Performance and Reliability
For organizations that rely heavily on high-performance computing or have limited internet bandwidth, on-premise solutions can offer superior performance and reliability compared to cloud-based alternatives. By leveraging local infrastructure, businesses can minimize latency and ensure consistent access to documents and data, even in remote locations or during network outages.
4. Cost Considerations
While cloud-based solutions are often touted for their scalability and cost-effectiveness, the total cost of ownership (TCO) over the long term can sometimes be higher than initially anticipated. On-premise software typically involves a one-time license fee, with ongoing maintenance and support costs, whereas cloud-based solutions often entail recurring subscription fees that can add up over time. Depending on the organization’s budget and financial projections, an on-premise solution may offer greater cost predictability and control.
5. Compliance and Regulatory Requirements
Certain industries, such as government, legal, or defense, have strict compliance and regulatory requirements governing data storage and access. On-premise document management systems provide organizations with the ability to maintain compliance with industry standards and regulations while ensuring data sovereignty and adherence to jurisdictional laws.
