Head In The CloudAugust 6, 2015

Got Your Head in The Cloud?

Brian Miller, Senior Systems Engineer

DoxTek, Inc.



Enterprise Content Management (ECM) is easier said than done! It is vital to the function of your business and there are many factors and business needs you must consider. Additionally, there are too many different possibilities to choose from. With so many points to contemplate how do you ever decide between a cloud or on premise solution? Which option is going to be the best fit for you?

I have worked with several ECM products, but to say all ECM solutions are created equal would be a lie. First, start by researching the options available to you. This step is basic and simple. Some are only available as premise solutions while others are only available as cloud solutions. It is important to lay out the costs and benefits. This process may appear rather daunting. So, we’re going to help you get started.

You are likely debating whether to manage your content on premise, in the cloud, or both. Let’s start by outlining just a few of the benefits of a cloud based solution:

  1. Cost Whenever making large purchases or reviewing annual budgets cost is always a factor. Cloud based ECM solutions have lower entry costs as well as often having lower ongoing costs. The entry cost is lowered by removing the hardware costs. In addition to this, several cloud based ECM solutions have the software available for purchase or lease. Leasing software can further lower your entry costs. Ongoing costs are also reduced through several means. With the cloud solution managed by a team of experts, you don’t need the in house staff to manage that portion of the network or application. This can decrease ongoing staff and training costs. Datacenters also take advantage of economies of scale, most companies never reach these cost savings which are then passed on to you in lower annual costs. All of these factors contribute to reduced entry cost, lower annual cost, and a predictable ongoing cost.
  1. Scalability As a cloud customer you don’t need to worry about having hardware on hand for a large project (or the challenge how to store or dispose of that hardware once you are done). Additional resources can be added or removed on the fly, so the solution can scale simply and easily without the additional cost of hardware. Having the resources you need when you need them prevents users from waiting to do their tasks or finding what they need.
  1. Expertise Whether it is purchasing or employee turnover, keeping employees trained in all of your different systems often will lead to a dangerous IT skill set: “all proficient at one and expert in none”. This often leads to poor configurations, mismanagement, and underutilization. With a cloud based ECM solution you have a team of experts ensuring that the system is setup correctly. They can then share their expertise and knowledge to help improve your use and adoption of the system. Having a properly setup system allows you to work more effectively.

There you have it, some of the many great benefits of a solution based in the cloud! Cloud solutions can improve your cash flow and user efficiency, allowing you to be better in your area of expertise. Of course, there are disadvantages to each available solution as well. We’ll leave that part to you. As you are deciding which kind of solution is right for you, remember that not one of them is perfect. In fact, some of the best solutions are available both in the cloud and on premise. Make sure to compare all of your options and see which one is the best fit for the needs of your business.

To learn more about DoxTek’s cloud and onsite solutions, visit: http://www.doxtek.com/technology/ or call us today (866) 678-8400.

PDF Version: Got Your Head in The Cloud?

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