Cloud Document Management and Storage FAQ

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Datamation’s cloud based document storage system, ImageSilo, is a great way to store your documents digitally. And while the number of companies choosing cloud storage increases every day, its important to weigh your options between on-premise document storage and cloud storage. We’ve compiled some of the most frequently asked questions about cloud storage below, and we’ve also developed a comparison chart to show you the similarities and differences of cloud-based systems and on-site systems line-by-line.

1. How much will it cost me to implement?

When you purchase ImageSilo, your initial investment into the system is tax-deductible, meaning that ultimately, you wont be spending any of your own capital. On-site systems, on the other hand, are not tax-deductible, so your capital expenditure will be much higher.

2. Do I have to pay for individual user licenses?

ImageSilo allows your company to have unlimited users, with no licensing fees. This allows information to be readily accessible across projects, departments, and business locations. Most on-site systems charge per system user, which means the more users your company has, the more fees you will incur.

3. How does IT maintain a cloud system versus an on-site system?

Cloud systems like ImageSilo do not require any maintenance from your IT team! Instant upgrades are performed by Digitech Systems, and the information is monitored automatically, 24/7. This means that your IT team is free to deal with more immediate issues that help drive the company forward. An on-site system requires regular maintenance from your internal IT team.

4. What is uptime, and why does it matter?

Uptime is the amount of time that a system is up and running, measured in percentages. ImageSilo has an unmatched uptime of 99.999% since 1998, which means that in 20 years, the ImageSilo system has almost never been down. This matters because systems that experience frequent downtime may not be as secure, and are obviously not as accessible at all times. ImageSilo has a proven track record of being continuously operational.

5. How long is the contractual obligation with either type of system?

Most on-site systems have a contractual term of 23 years, during which you are obligated to use that system. ImageSilo, however, can be used month to month. If you find another system, you don’t have to wait years for a contract to expire.

6. Will our information be secure when it is stored digitally?

The security of on-site systems may largely depend on the system that you use, and the actions that your company takes to secure that information. Some companies simply feel safer knowing that their information is on-site, in their own hands. However, that in no way means that cloud storage is less secure. On the cloud storage side, ImageSilo has five layers of security to keep all of your data safe and invisible to even Digitech employees. You can even track who has accessed what information with an audit trail.

7. How long will it take to train employees on a new system?

It depends on the system. If you are replacing your long-standing system with a completely new one that doesn’t utilize any of your company’s current applications, then training will take some time. Because ImageSilo allows your company to use your current line-of-business software and has a point-and-click integration module, it takes about five minutes or so to train employees on the system.

You wouldn’t hire a new employee without checking out their employment history and qualifications, would you? Finding the right document management system is no different. When you are deciding between on-site or cloud-based, use these questions and your company’s needs to guide your decision. Download the chart below for an even more comprehensive look at the differences.

on-site vs. cloud document storage