How to Choose Between Cloud-Based and On-Premise Document Upload Apps

Back in the day, before the rise of digitization, paper documents were a common thing in the business world. However, as businesses started moving towards digitization, paper documents became obsolete, and digital documents took over. To manage these documents, businesses today use document upload apps. These apps allow employees or end-users to upload various types of documents. One crucial decision companies often have to make when choosing a document upload app is to choose between cloud-based and on-premise solutions.

In this article, we’ll discuss:

• All the key aspects of choosing between cloud-based and on-premise document upload apps
• The pros and cons of on-premise vs cloud-based file upload

What is a cloud-based document upload app?

A cloud-based document upload app is hosted and run on a cloud environment consisting of remote servers. Typically, a third-party service provider owns these servers. Thus, the service provider manages the infrastructure, data storage, security, and maintenance.

Users can access the cloud software/app through a web interface to upload different types of documents. These documents are then stored on the cloud provider’s servers. However, we need internet access to use these apps.

Cloud-based document upload apps enable employees to upload, share, and access documents from anywhere. Many businesses also use cloud solutions to enable customers/end users to upload documents. These can include application forms, documents for identity verification, and more.

Also Read: Optimizing Document Upload UI for Mobile Devices.

What are on-premise document upload apps?

Unlike cloud-based apps, businesses need to install and run an on-premise document upload app on their local servers or data centers. Moreover, the IT team handles tasks such as:

• The app’s configuration
• User permissions
• Infrastructure management

However, businesses have complete control over how their data is stored (on the company’s own servers/storage systems). The data never leaves the company’s infrastructure.

Companies usually use on-premise apps for internal use. Employees can access the app through the company’s local network or a VPN. However, they also can configure these apps to make them accessible to end users. For example, they can enable port forwarding on their network’s firewall or router and provide a web interface to access the app.

Pros and cons of cloud-based document upload apps

Advantages

Accessibility

One of the most prominent advantages of a cloud computing model is accessibility. When businesses upload and store their documents on remote servers, they can access and share documents from any device (with internet connectivity) anytime from anywhere. This accessibility saves time and enhances employees’ productivity.

Scalability

Cloud environments have made it easier to scale apps. For example, as your business grows, you’ll need to upload more documents. This means you’ll need more storage. With a cloud solution, you can easily add more cloud storage without the need to buy any additional hardware/storage devices.

Cost-effectiveness

Cloud apps are usually based on budget-friendly subscription models. Companies can easily request more resources from the service provided without paying for any physical infrastructure. Moreover, with cloud-based apps, you don’t have to maintain physical infrastructure, which further cuts down costs.

Disaster recovery

Disaster can hit any organization in any form, such as a cyberattack, natural disaster, or system failure. Thus, having a disaster recovery and backup plan is crucial.

Many cloud providers provide disaster recovery and backup features. This means that even if your files/data are lost in case of a disaster you can recover them efficiently.

Disadvantages

Dependency on internet connection

Cloud apps require a reliable internet connection. This means users cannot upload or access files if their internet connection is unstable. This downtime can be costly for businesses.

Potential security risks

Data security is one of the biggest concerns of companies with cloud computing services, especially with public cloud services. However, choosing a reputable cloud provider that implements advanced security features, such as encryption and access controls, can reduce security risks.

Businesses can also use a private cloud to enhance security. A private cloud environment is dedicated to a single organization. Thus, it provides more control over data access and enhances security.

Limited control

With cloud-based apps, the service provider manages everything (infrastructure, maintenance, etc.) This means businesses have to rely on them to maintain uptime or resolve issues.

Pros and cons of on-premise document upload apps

Advantages

Control over data

When businesses use on-premise software solutions, they have complete control over their data. They decide where and how to store their data and who can access it. This is especially critical for companies that deal with sensitive data or have to comply with industry regulations for data security.

Customization

Companies can easily customize on-premise to meet specific business needs. This can include integration with legacy systems or modifying the app’s functionality. This customization is often difficult to achieve with cloud-based apps.

Enhanced eecurity

On-premise solutions mean the data/documents never leave the company’s infrastructure. The app and data are hosted within the company’s infrastructure. This means organizations can implement strict security features as needed.

For example, healthcare and finance sectors can benefit from on-premise solutions, as they can tailor security measures and access controls to comply with industry regulations, such as HIPAA and GDPR.

Disadvantages

Higher upfront costs

When companies opt for on-premise document upload apps, they need their own hardware, data storage infrastructure, and networking equipment. They also need to invest in IT staff and ongoing maintenance. This significantly increases the cost of setting up an on-premise app.

Scalability limitations

Scaling up an on-premise solution means businesses have to invest in more hardware and IT infrastructure. They need to physically add more storage and servers, and reconfigure the system.

Ongoing maintenance

With on-premise solutions, companies themselves have to handle everything, from maintenance and updates to patches, and security. Moreover, regular hardware upgrades are also required. This means more burden on internal IT teams, which especially affects small organizations with limited technical resources.

Choosing between cloud-based and on-premise

Security and compliance requirements

Companies that handle confidential and sensitive information must ensure data security and privacy. While many cloud providers today provide advanced security features, security breaches are still more common in a cloud environment.

Thus, an on-premises environment is a better solution for these organizations. It provides complete control over data security. In other words, companies can customize security measures to comply with specific regulations.

Budget

Cloud solutions are usually available on a subscription basis. This makes them more cost-effective. However, costs can increase as you add more data storage.

On-premise solutions, on the other hand, require purchasing hardware and IT infrastructure. Then there are also costs for maintenance, upgrades, and IT staff.

However, it’s best to evaluate the total cost involved in both cloud-based and on-premise apps. In addition to costs, businesses should consider other factors like security requirements, scalability needs, etc.

IT resources and expertise

Before choosing a cloud-based or on-premise model, assessing your IT resources and expertise is essential.

Cloud-based apps are a better option for businesses with limited IT resources. The cloud service provider will manage the infrastructure, maintenance, and storage. This means less dependency on internal IT resources.

Businesses that have proper IT teams consisting of experts and professionals can consider an on-premise solution, especially if security is their number one priority.

Business size and scalability needs

Cloud solutions are highly scalable. You can easily scale up storage as your business grows without investing in any hardware. This flexibility makes these solutions ideal for startups, small to medium-sized companies, and rapidly growing businesses.

Scaling on-premise systems, on the other hand, means you need to buy hardware and infrastructure. This increases costs and is time-consuming.

Accessibility and remote work capabilities

If your employees are spread across regions or working remotely, cloud-based document upload apps are a better option. These apps enable employees to upload and access documents from anywhere and anytime with an internet-connected device.

On-premise apps are typically accessed through a local network or VPN. This makes remote access more complex.

Filestack: A reliable and secure cloud-based file upload solution

Filestack is a comprehensive cloud-based file management solution. It provides a range of tools, APIs, and SDKs for:

• File uploads and storage
• Transformations
• File delivery

For example, you can use Filestack JavaScript File Upload SDK to integrate a fast and secure File Uploader/File Picker into your apps or systems with just a few lines of code.

Here are the key features of Filestack File Uploader:

• Supports drag-and-drop uploads, file previews and progress bars
• Supports 20+ integrated sources, enabling users to directly upload files from these sources
• Has a simple, clean, and attractive interface, making the uploading process convenient for users
• Supports various file formats, including different document types and image files
• Filestack Intelligent Ingestion™ can efficiently adjust to changing network conditions, providing upload success 99.999% of the time
• Supports multi-file uploads to save time and enhance user experience
• Stores all uploaded files in an S3 bucket. You can also store uploads directly in your cloud storage solution.
• Delivers files through a CDN to reduce latency

Filestack also implements robust security features. These include:

Conclusion

Both cloud-based and on-premise document upload apps have their advantages and disadvantages. Benefits of cloud-based apps include:

• Easy accessibility
• High scalability
• Disaster recovery

However, security is a major concern with such apps.

With on-premise apps, you get:

• Complete control over data
• High security
• High flexibility and customization.

But, these apps require an initial investment in hardware and IT infrastructure.

When choosing between cloud-based and on-premise apps, consider factors like:

• Security and compliance requirements
• Budget and total cost of ownership
• IT resources and expertise
• Business size and scalability needs
• Accessibility and remote work capabilities

Looking for a reliable cloud-based document upload solution, Sign up for Filestack today!

FAQs

What is cloud-based or on-premise?

Cloud-based apps are typically hosted and run on a third-party cloud environment consisting of remote servers. In contrast, companies install and run on-premise solutions on their own servers.

How can I upload my documents to the cloud?

If you’re using a cloud-based document upload app, you just need to upload your files through the document upload UI. The app will store your files directly in the cloud.

What is the meaning of “on-premise”?

On-premise apps mean companies install and run the apps on their own servers located within their premises.

Read More →