Tags: SaaS, On premise, Cloud Storage, Cloud-based document management System, Records Management, document scanning services

Choosing Cloud Storage vs. On-Premise Storage for Document Management System





Dealing with regular personal data is usually a big hassle. Imagine having to manage a large volume of client information,  sales records, purchase order records, and other forms of documentation on a daily basis. The storage of data for companies, firms, corporations, and businesses is one issue that is vital to the day-to-day operations and internal and external compliance. Document management cannot be effective without reliable storage. Therefore, every firm needs a system with storage that has the capability to manage these critical documents from accessibility and collaboration to security. 

The two forms of available storage types are  On-Premise Storage and Cloud Storage. The major difference between the two is the location where they reside. With On-Premise, the storage utilizes in-house servers while Cloud storage is located on remote servers run by a third-party cloud service provider. Basically, on-premise storage is a more traditional method while the most typical modern style is using cloud storage. Each type has its own advantage and peculiarities. What are, however, the major differences between both?


On-Premise vs Cloud


  • Location and Infrastructure

As noted earlier, on-premise utilizes the in-house server of the host company and is located within the premises. However, cloud storage can literarily be anywhere in the world. Does anyone of these two have an advantage over the other? No. Location choice is based on the personal preference of a company or business owner, unlike the infrastructural installation of both. Cloud storage takes only a few clicks to install and be ready to use. This is quite unlike on-premise which requires space, server setup up, and the physical presence of adequate hardware components. Electricity surges affecting the general company will affect the on-premise storage and cost of physical damage incurred also. Considering the infrastructural build of both, despite the recurrent updates of cloud storage, it is still much preferred to on-premise storage.


  • Security and Control

The security and control of the on-premise storage system are totally and completely relinquished into the hands of the host firm. For heavily regulated firms handling sensitive client information, this is a suitable storage system. In the case of Cloud storage, Cloud service providers secure their servers, although they are quite more often targeted by hackers. With on-premise, there are no third parties involved and control is solely exclusive to host firms. This is one point where on-premise storage wins.

  • Recovery

For lost data over a hardware crash, most on-premise storage is open to physical damage in the case of natural disasters and occurrences. Cloud is however protected and service providers are equipped with backups. Lost and deleted files are difficult to recover also using on-premise storage. With cloud storage deleted data is stored in the recycle bin for a number of weeks before permanent deletion is enabled.

  • Cost and Expense

Installation of the on-premise storage is a capital expense that is relatively very expensive. Cloud service providers provide clients with options such as subscription-based plans or prepaid plans depending on choice. Although a renewal monthly must be done, it costs less than on-premise storage. The price incurred over physical damage and management of on-premise storage keeps it at a disadvantage in cost.

The choice of which characteristic feature to choose over the other is based on the type of data the firm stores and the sensitivity of client information.


What are the benefits of having a Document Management System?


  • Keep vital files in a central repository making them more accessible and shareable across the organization.
  • Prevent data loss and accidental deletion of records with secure data storage and backup features. Find documents quicker and easier with its enhanced search capabilities. 
  • Protect and preserve documents and the integrity and authenticity of the information.
  • Prevent unauthorized viewing of documents by allowing document administrators to create permissions based on each user's needs, privileges, and role.
  • Track users who viewed, printed, and downloaded files with the Audit Trail feature. 
  • Generate insight from business data using the Customizable Reports function.

Ready to upgrade your Document Management? Trust The Expert!


Archive One has the capability and knowledge your company needs to convert to a paperless office, manage your digital records system, and eliminate offsite storage costs. We can help organize your files to be scanned and provide the right document management system so your business can optimize your information workflow.

Archive One is a document management system (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With our partners' help, we provide an end-to-end document management solution from scanning to document storage at a highly competitive price.

Achieve documentation compliance with Archive One!

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