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Transitioning from an On-Premises-based ECM to a Cloud-based ECM – Why do it?

In this age of cloud computing, any organization that does not leverage the power, flexibility and cost-savings offered by the cloud to help manage their documents is at risk of becoming seriously disadvantaged.Organizations have been using technology for decades to manage their internal documentation in one way or another and to some degree or other.  For most, basic on-premises file servers with shared folders seem to offer a semblance of centralization; the more progressive have elevated their operations to a fully-functioning Document Management System (DMS) to organize and manage documents.

InfasME specialists, along with sister company Fotopia, will aid clients to make a smooth and seamless transition from a vulnerable on-premises ECM to a well-structured, highly secure cloud-based solution that will bring untold advantages and savings.

In addition, and in partnership with Fotopia, we are able to devise a program for organizations to devolve part of their operations to the cloud. Specific business tasks would typically include document scanning and imaging, complete or partial archival digitization and full document archiving services.


But just why should organizations put their faith in InfasME, Fotopia and the cloud? Here are seven compelling reasons:

1

The cloud is infinitely more accessible

A cloud-based ECM is, by its very nature, more accessible than a network of servers or PCs. Cloud-based ECMs run in a web browser, and all documents are stored within the cloud provider’s systems. This means that access to any document is available anytime, from anywhere, on any device.

2

The cloud is more economical

Cloud-based solutions have shown to be generally more economical than their equivalent on-premises counterparts. Cost of implementation, as well as cost predictability, are in many cases substantially lower.

3

The cloud is more reliable

On-premises servers are to a greater or lesser degree neglected by all but the IT guys or an outsourced provider. And many do not have a reliable back-up system in place. If there is a problem will an engineer be available in minutes? Compare this to a cloud services provider whose entire business is based on reliable IT infrastructures with multiple data centers, backup servers and a dedicated support team ensuring that client documents are intact and accessible 24/7.

4

The cloud offers advanced solutions

Some ECMs have been around for decades, and are still going strong. But new-generation solutions are way ahead of the game. They are built on an entirely new architecture that is designed to be cloud-based. They are fast, robust and full of previously-unheard-of features. And as new features or modules with more functionality and usability are built, they are easily integrated into a cloud-based solution. Users have to do nothing: modifications, upgrades and new versions are implemented in the cloud with no interruptions or down time.

5

The cloud offers more scalability

Organizations grow – or they should – financially, physically and data-mass wise; it’s as inevitable as night follows day. With an on-premises system more hardware, software licenses and upgrades will need to be purchased. Cloud-based solutions normally provide solutions on a fixed fee per-user per-month basis. Therefore the cloud is infinity scalable, and you pay only for what you need.

6

The cloud is more centralized

With more operations working from multiple sites and with many personnel working off-site, accessing decentralized information can be incredibly frustrating and time consuming. Different offices or locations probably will not have access to the same documents, leaving your workforce isolated and disjointed. With a cloud-based ECM, everyone, regardless of their location, can (subject to security criteria) have access to the same data as everyone else.

7

The cloud offers greater security

The cloud is significantly more secure than an on-premises server. Office network servers and PCs are connected to the internet, which makes them vulnerable to security breaches. Most on-premises systems do not have sophisticated intrusion detection and prevention systems, or the level of monitoring appropriate to protecting proprietary or confidential information. A cloud service provider’s entire business model is based on building and managing a secure technology infrastructure and has the resources to keep data secure and private.

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