Software and Cloud


The on-premises vs cloud dilemma When selecting a DMS, the first decision I believe revolves around the deployment model. As mentioned, there are two primary options those being on-premises and cloud-based solutions.


On-premises DMS: • Complete control: Organisations maintain ownership of their data and have control over security and configuration.


• Internet independence: Data remains accessible even during internet outages, ensuring uninterrupted work.


• Highly customisable compliance: Suited for industries with strict data storage regulations, such as healthcare or finance.


• Reliability: Perceived as more dependable due to lower reliance on external systems.


Cloud-Based DMS: • Fast deployment: Quick implementation without significant infrastructure investments.


• Scalable costs: Pay only for the services and storage needed, eliminating surprise expenses.


• Anywhere/Anytime access: Facilitates remote collaboration and work, ideal for the age of hybrid work.


• Disaster recovery: Provides redundant backups to minimise downtime in case of unforeseen failures.


• Continual technology advancement: Regular hardware upgrades result in enhanced performance and security.


• Scalability: Resources can be adjusted to meet real-time needs, ensuring optimal performance.


While both deployment models of course have their benefits, it’s essential to consider the unique advantages and drawbacks of each when advising your SMB customers.


The hybrid approach For some SMBs, a one-size-fits-all approach may not be the ideal solution. Enter the hybrid approach, which combines the strengths of both on-premises and cloud-based deployments. In this model, current documents and data are processed and archived on- premises, while less frequently used or backup data is stored in the cloud. Some organisations even adopt a hybrid strategy, housing critical customer data or intellectual property on-premises, while leveraging the cloud for routine tasks. Te hybrid approach offers flexibility and scalability, enabling


businesses to adapt to changing needs and market conditions. However, it’s essential to be aware that this option may come with higher costs, as it requires on-site data storage hardware. If you’re going to advise an SMB customer to consider this approach you should carefully assess their specific needs and budget.


Advising your customers on the right solution As mentioned, the choice between on-premises and cloud-based DMS hinges on a business’s priorities, budget, and available IT


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resources. Terefore, it’s truly crucial to weigh the pros and cons of each approach carefully.


For on-premises DMS: 1. Consider it if your customer has an IT department capable of handling soſtware maintenance and security.


2. Ensure the DMS soſtware includes essential security measures such as AES encryption, detailed logging, version control, and comprehensive permissions.


3. Recognise the reliability and control benefits but prepare them for higher upfront investments and ongoing maintenance costs.


For cloud-based DMS: 1. Embrace the scalable costs, flexibility, and reliability that cloud solutions offer.


2. Leverage cloud providers’ cybersecurity features and disaster recovery capabilities to enhance data protection. 3. Highlight the anytime/anywhere access benefits.


Ultimately, the decision should be driven by your SMB customer’s unique requirements. Each DMS deployment model has its strengths, and the choice should align with the business’s specific goals and operational dynamics.


Ensuring long-term success Te on-premises vs cloud-based document management debate should not be viewed as a one-size-fits-all proposition. Instead, it’s a nuanced decision that requires careful consideration of an SMB’s individual circumstances. Equipping your customers with a comprehensive understanding


of the pros and cons associated with both on-premises and cloud- based DMS empowers them to make well-informed decisions. Tis approach will not only enable your customers to align their DMS strategies with their unique requirements - ensuring a supportive and scalable foundation for long-term growth and success - but also foster a lasting, mutually beneficial partnership between yourself as a reseller and your customers for years to come.


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