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Oct 14

Which ECM is right for you? On-Premise Or Cloud

Summary
Enterprise content management solution is of two types-on-premise and cloud-based. Here is a difference between these two prevalent types.

Main Content
Enterprise Content Management ECM is a buzzword in the corporate world. From assisting companies to find the right data at the right time to provide secure access to critical corporate data. In today’s highly challenging business scenario, content management holds a key to success for the enterprises irrespective of their size and scale. It can streamline the processes and reduce overheads while increasing productivity.

These days, we have various document management systems available in the market. We can broadly classify them into on-premise and cloud-based systems. Let’s take an example of the Alfresco digital business platform. It is an undisputed leader in the ECM domain. When it comes to large enterprises, both cloud-based and on-premise ECM services are useful to make the most of a scalable and enterprise-grade solution.

Here we are going through the key differences between on-site and cloud-based ECM solutions. This list will help you choose the most suitable one for your business.

Pros and Cons of On-Premise and Cloud-based ECM
– Set-up and Readiness
On-premise document management systems require extensive planning and a proper roadmap. Such a system includes hardware, software, licenses, security, and data backup. Therefore it takes a longer time than expected. You need to bear all the expenses for establishing an on-premise system.

A cloud solution is immediately available and does not require any provisions or planning for hardware and software. The cloud provider takes care of every aspect.

– Connectivity
On-premise ECM solutions can provide the best performance and availability because of their less dependency on the Internet and external resources. However, accessibility remains limited to the workplace or certain areas.

The cloud-based solutions are easily accessible anywhere in the world providing uninterrupted Internet access. Remote workers can also benefit from the cloud-based system. However, if Internet access is not available then the user may find it difficult to get the key data.

Related Blog – Difference between CMS and DMS

– Security
On-premise is kind of a closed system and therefore the users or customers have complete security in their hands. All the data is stored in existing infrastructure and therefore, you can remain assured of its security.

The cloud providers are responsible for the security of your corporate data. However, it remains a continuous challenge for cloud service providers to maintain high security.

– Compliance to regulations

National and international standards need to be maintained for on-premise ECM solutions. But then, it is easier to implement regulatory requirements in any on-premise solutions as compared to the cloud-based solutions. Companies can maximize their brand value while getting rid of risks associated with using and sharing information thanks to complete control.

The cloud-based solutions need a flexible yet strict approach to maintain regulatory standards. You need to define an approach to whether you want to manage the records in the apps or a repository.

– Customization options
Here, on-premise solutions are lagged behind their cloud-based counterparts. Customization is a costly affair and you have to update the software frequently for various applications. However, in the case of complex connections in the in-house infrastructure, this is helpful.

Cloud-based solutions can offer out-of-the-box features. The cloud technology has taken ECM services to the next level. What’s more, it is easy to integrate features of emerging technologieswith cloud-based solutions.

– Operational cost
Large upfront purchase of IT equipment and higher operational costs due to training and other procedures make the overall cost far more than the cloud-based solutions. Also, companies need to keep some amount aside as a maintenance cost on a yearly basis.

The cloud-based solutions are managed by the cloud services provider and therefore, these solutions are around 30% cheaper than their on-premise counterparts. No hardware and maintenance cost makes these solutions affordable even for SMEs.

Also Read: Difference between CMS and DMS

Quick Look
Okay. Let’s have a quick recap of differences in a table form.

Document management system

Wrapping Up
Content management in the cloud has gained popularity swiftly across the world. Gartner has found that 39% of companies have embraced ECM via a cloud model. From the perspectives of availability, user-friendliness, and cost-effectiveness, cloud technology has many benefits to offer. On the other hand, if companies want to keep complete control in their hands without worrying about the related operating costs, then the on-premise solution is the best option.

Still puzzled about when and what to start with the document management system? With a vast experience of developing customized and feature-rich solutions in Alfresco and Liferay platforms, ContCentric is ready to assist you. We have gained fame for providing enterprise-grade Just send us an email at hello@contcentric.com and our expert business consultants will get back to you soon!

Rahul Pethani

About The Author

Rahul Pethani is a Business Development Manager at ContCentric. Apart from looking after the sales and marketing activities of ContCentric, he has a keen interest in analyzing the use cases of both ECM and BPM platforms. Having a good insight into the Enterprise content management system. he used to stay updated with technological advancements and current affairs alike. Besides, he occasionally shares his domain expertise through writing blog posts.

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