Cloud or Self-Hosted Document Management: Which to Choose

Digital documents are growing in importance; with that, document management systems that store, manage, and track these documents. But how do you know what type of document management system to adopt? This blog post will look at the pros and cons of cloud-based and self-hosted document management systems.

Source: https://commons.wikimedia.org/wiki/File:Scale_of_justice.png

Source: https://commons.wikimedia.org/wiki/File:Scale_of_justice.png

Pros of cloud-based document management

With a cloud-based document management system, software is hosted by a provider and accessed online. The advantages of this approach include:

  • Low investment in hardware, IT infrastructure, and associated maintenance costs
  • Scalability to grow as well as reduce as company size shifts
  • Suitability for remote knowledge workers who might want access to documents 24/7 from anywhere in the world

Cons of cloud-based document management

The fears associated with cloud-based systems revolve around being dependant on others to keep the system up and running. If a cloud provider’s data center goes down, so do your business documents and ability to access them. The same occurs if your Internet connection fails.

Furthermore, some industries stipulate where information is allowed to reside for data protection reasons; this may exclude the cloud.

Pros of self-hosted document management

Self-hosted document management means that all software is stored inside your business on your company’s own servers. The advantages include:

  • Maximum control over your company data; no need to rely on a provider to keep data up and running
  • No need for an Internet connection for data access
  • Maximum security at a level the organization can determine itself

Cons of self-hosted document management

A self-hosted deployment is often chosen by companies that have a strong internal IT department, and the knowhow to support the demands of today’s business. It is, however, not without risk.

Adequate data backup must be in place; the financial investment for deployment and maintenance is considerable.

Conclusion

There any many considerations for and against both cloud-based and self-hosted document management.

While cloud-based document management has given us entry-level systems at a low cost, these are not suited to every business (e.g., businesses that need a relatively high degree of control over business documents and data).

Keypoint Intelligence/InfoTrends recommends that organizations thoroughly consider the pros and cons of cloud-based and self-hosted document management that are specific to their business. They can then supplement this information with insight from their document technology provider.

Do Business Better!  Since 1945, Lang Company has been helping people work smarter, faster and more efficiently.  If you would like more information on Cloud vs Self-hosted Document Management, please contact us at 888.700.0237 or follow this link.

7 Kyocera Devices Chosen as 2018 Winter Picks by Keypoint Intelligence

Phenomenal Reliability & Performance Earn Kyocera Seven BLI 2018 Winter Picks Honors

The TASKalfa 8002i MFP, the ECOSYS M2640idw multifunctional printer, and others rate 10-out-of-10 for reliability in continuous 2-month testing.

FAIRFIELD, N.J. – February 21, 2018 – KYOCERA Document Solutions America, Inc., one of the world’s leading document solutions companies, today announced that seven of their black and white devices were named 2018 Winter Picks by Keypoint Intelligence – Buyers Lab, each earning their place on BLI’s Highly Recommended and Reliability Certified lists. Those devices include five TASKalfa MFPs: the 8002i, 7002i, 6002i, 5002i, 4002i, as well the ECOSYS P2040dw printer and the ECOSYS M2640idw multifunctional printer.

MFPs Score Perfect 10s for Reliability

BLI, known for their extremely high standards, subjected the five MFPs to intense and rigorous testing. Specifically, the TASKalfa 8002i and the TASKalfa 7002i were required to make 450,000 impressions in a continuous 2-month test run. The results: each experienced only a single misfeed during that extended time frame. Even more impressive, the remaining three MFPs were required to produce 225,000 impressions, experiencing zero misfeeds among them.

All told, the five MFPs produced 675,000 impressions, with 1 misfeed and 0 service calls. Such remarkable results scored BLI’s highest reliability rating: 10 out of 10.

“Reliability is extremely important to our customers, so it’s extremely important to us as well. This is a wonderful affirmation of our efforts in that regard,” said Danielle Wolowitz, Vice President of Corporate Marketing at KYOCERA Document Solutions America. “Plus, our Kyocera patented drum technology means these devices are not only reliable, but also ecological and economical.”

Luxury Performance, Workhorse Power

BLI’s George Mikolay, Associate Director, Copiers/Production, was particularly impressed with the value these MFPs represent. “Kyocera’s Pick winners proved to be stellar players from which mid- to large-size businesses will certainly benefit,” said Mikolay. “Outstanding reliability, high quality, and fast speeds coupled with smooth integration with various productivity-enhancing, cost-saving, and security-boosting solutions… all at a lower-than-average price, make them an outstanding value proposition.”

Printer Performance: “Exceptional”

The two printer entries achieved equally impressive results, being recognized as outstanding performers in the small workgroup category. “Robust and reliable, the KYOCERA ECOSYS P2040dw and ECOSYS M2640idw are compact, affordable, and gave an exceptional overall performance,” said Tony Maceri, Senior Test Technician for Keypoint Intelligence – Buyers Lab. “And with excellent reliability and simple maintenance procedures, users can expect minimal downtime.”

With all seven devices offering standard wireless and Wi-Fi-Direct capabilities, higher than average paper capacity, and a low SRP for the features offered, these devices would be an asset to any small to mid-size workgroup.

How Managed Data Backup and Disaster Recovery Align with Top Business Priorities

Every year, Keypoint Intelligence-InfoTrends asks U.S. businesses about their top priorities for the next few years. The most recent survey revealed that the top business priority is “improving document security,” followed by “staying in business, being profitable.” This blog post will discuss how managed services for data backup and disaster recovery align with these objectives.

Which of the following are business priorities for your organization for the next three years?

Source: US Printing Trends by Key Vertical (Keypoint Intelligence-InfoTrends, 2017)Source: US Printing Trends by Key Vertical (Keypoint Intelligence-InfoTrends, 2017)

Source: US Printing Trends by Key Vertical (Keypoint Intelligence-InfoTrends, 2017)

What is managed data backup and disaster recovery?

Managed data backup and disaster recovery is the outsourcing of data backup and disaster recovery services. It involves a comprehensive and evolving plan for ensuring data is continuously backed up as well as maintained during the event of a disaster. As part of this engagement, the managed services vendor may provide other services tied to data protection and disaster recovery.

How does managed data backup and disaster recovery tie into document security improvement?

All companies should be backing up their data to ensure that it is not lost in the event of a disaster or other incident. Managed services providers can use their expertise to guarantee that the data is copied and stored in the most secure way possible. As a result, the data is unlikely to get into the wrong hands. Not only can data breaches cause competitive harm to an organization, but in some instance they can harm customers, result in substantial fines, and even jeopardize national security.

How does managed data backup and disaster recovery tie into staying in business, being profitable?

A quality managed services provider will help your organization minimize the possibility of data loss and downed operations; should an interruption occur, the provider will help you restore operations as quickly and effectively as possible. Enabling business continuity can only help guarantee that employees, customers, clients, and suppliers stay happy. It will limit the chance of the company going out of business and/or losing money.

Conclusion

U.S. companies say their biggest priorities over the next three years are improving document security and staying in business/being profitable. Using a managed services provider for data backup and disaster recovery is one way organizations can attain these goals. The provider can use its expertise to ensure data is adequately protected, and that operations are maintained in the event of a disaster—reducing the chance of financial damage or even business closure.

Do Business Better!  Since 1945, Lang Company has been helping people work smarter, faster and more efficiently. If you would like more information on managed data backup and disaster recovery, please contact us at 888.700.0237 or follow this link.

Lang Company Expands Its Product Line

HP is a leading provider of products, technologies, solutions and services to consumers and business.  Lang Company is proud to offer the latest HP technology that brings you lower costs, outstanding secure printing and unrivaled print speeds and quality.  To visit our HP catalog, please visit our “Office Equipment” tab, and select HP.

ECOSYS P3055dn Awarded “BUYERS LAB 2017 PICK” for Outstanding Printer for Large Workgroups

The Lang Company is very excited to announce that Buyers Laboratory LLC (BLI) has awarded the Kyocera ECOSYS P3055dn its “BUYERS LAB 2017 PICK” Award for Outstanding Printer for Large Workgroups.

The ECOSYS P3055dn is a proven B&W printer for any growing business that demands exceptional performance, reliability and versatility. With a fast output speed up to 57ppm, data security, scalable paper capacity options and more, this award-winning system will get the job done on time and on budget.

The Lang Company Gives Back with Donation Dare to Care!

The Lang Company, a leading provider of IT managed services and business office equipment, and proponent of helping those less fortunate, is giving back to the community with a donation of 1000lbs of food to Dare to Care!  Dare to Care’s mission is to lead our community to feed the hungry and conquer the cycle of need. Dare to Care also fights hunger through programs targeting the most vulnerable in our community.

“I am beyond proud of the generous contribution made by our employees to Dare to Care and their willingness to give back to the community and those in need,” says Tom Welter, President of the Lang Company.

Since 1945, Lang Company has been providing business systems that get the job done on time and under budget. The products and services certainly have changed since 1945, but our commitment to providing great support and friendly service will always remain a core value. Do Business Better with Lang Company.

Lang Company is Hiring!

At Lang Company, we believe our employees are the foundation of our success. We look for talented team players who want to build a career in a friendly and supportive environment. It’s the reason we have one of the lowest employee turnover rates in our industry. Our jobs come with competitive salaries and above average benefits.

Available Positions:

Field Service Technician

Please reply to email shown on job description and attach a copy of your resume.