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 That Have Reached 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
- Loftware LPS
- Createprint
On-Prem vs Cloud Document Management
Choosing between on-premise and cloud-based document management is a key decision for organizations looking to improve how they create, store, and manage documents. Each approach offers distinct advantages depending on business needs, infrastructure, and compliance requirements.
| Feature | On-Premise Document Management | Cloud-Based Document Management |
|---|---|---|
| Deployment | Installed and maintained within the organization’s own infrastructure | Hosted off-site and accessed via the internet |
| Data Control | Full control over sensitive data and access permissions | Data managed by the cloud provider |
| Security & Compliance | Strong security and data sovereignty | Security handled by provider; compliance varies by vendor |
| Customization | High levels of customization to fit specific workflows | More standardized configurations |
| Integration | Seamless integration with existing systems | Integrations available, but may be limited |
| Access | Primarily on-site access | Anywhere access for remote and mobile teams |
| Deployment Speed | Longer setup and planning | Faster deployment with no upfront hardware |
| Maintenance | Managed internally by IT | Reduced IT maintenance |
| Scalability | Limited by local infrastructure | Built-in scalability |
| Best For | Regulated industries (healthcare, finance, government) | Distributed teams and fast-growing organizations |
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.
Choosing the Right Path Forward
The move to the cloud isn’t inherently right or wrong—it’s about alignment. For some organizations, cloud-based document management delivers flexibility and scale. For others, especially those running mission-critical systems on platforms like IBM i, maintaining an on-premise document management strategy remains the most practical, secure, and cost-effective choice.
As legacy forms and document solutions reach end of life, organizations are at a crossroads. The real risk isn’t staying on premise—it’s being forced into a migration that doesn’t align with operational realities, compliance requirements, or long-term strategy.
Businesses should have the freedom to modernize without sacrificing control, performance, or security.
Better Labeling, Faster Printing.
Ensure every label is accurate, compliant, and printed without delays. Discover how CYBRA’s barcode and printing solutions streamline operations and eliminate errors.