The benefits of cloud solutions over on-premises solutions

The debate between cloud-based solutions and traditional on-premises storage systems continues to split opinions. However, with the advent of more sophisticated and cost-effective cloud technologies, the benefits of cloud solutions are increasingly hard to ignore. Businesses, especially small and medium-sized enterprises (SMEs), are now recognising the strategic advantages cloud services offer. 

Kyocera Cloud Capture (KCC) is a cloud-based document capture solution that streamlines workflows by digitising paper documents and providing direct integration with widely used cloud storage platforms, such as Kyocera Cloud Information Manager, Sharepoint, OneDrive Business, or Google Drive. 

Let's explore the benefits of cloud solutions over on-premises systems, using KCC as a prime example.

Lower initial investment and reduced maintenance

One of the most compelling advantages of best cloud-based document management softwares is the potential for significant cost savings. Traditional on-premises solutions require substantial upfront investment in servers, storage, software licenses, and the ongoing expense of maintenance, updates, and security. Additionally, these costs are not one-time; businesses need to allocate a budget for IT staff to manage the infrastructure and handle unexpected system issues.

KCC alleviates these financial burdens. This Kyocera solution requires no expensive hardware, server construction, or ongoing maintenance. Businesses simply sign up for the service and deploy it instantly. This quick, hassle-free setup makes it an attractive option for SMEs and all other businesses, who often operate with limited IT resources. 

By shifting to a cloud-based document management solution like KCC, companies can redirect their budgets towards more strategic initiatives rather than ongoing infrastructure costs. 

Quick and easy deployment of cloud solutions

On-premises solutions often involve lengthy deployment processes, requiring significant time and technical expertise to set up and configure the necessary hardware and software. For companies with limited IT resources, this can be a significant roadblock to improving their document management capabilities.

By contrast, Kyocera’s cloud-based document capture software, KCC, offers a quick and straightforward deployment process. Businesses can begin sending their scanned documents straight from their Kyocera MFP to their choice cloud storage solution immediately after deploying KCC and defining preferred scan workflows. There is no need to worry about installing servers or dealing with complex configurations with this Kyocera software. This ease of use allows businesses to stay agile, quickly adapting to changes in their workflow without the delays associated with traditional on-premises setups.

The scalability and flexibility of cloud solutions

One of the biggest challenges with on-premises solutions is scalability. As a business grows, so does the volume of data it needs to manage. Expanding an on-premises system requires purchasing additional hardware, reconfiguring infrastructure, and possibly even overhauling existing systems to accommodate new requirements. This approach is not only time-consuming but can also become quite expensive.

Cloud-based document capturing softwares, on the other hand, are designed to scale effortlessly. KCC, paired with a cloud storage system, offers flexibility that on-premises systems simply cannot match. This scalability ensures that your cloud-based document capturing system grows in tandem with your business, without incurring unnecessary expenses or complications. We recommend developing a strong cloud security system to protect your growing document management solution
effectively.

Enhanced accessibility and collaboration

Employees often need access to documents from various locations, whether they’re working from the office, at home, or on the go. On-premises solutions limit accessibility as they typically require users to be connected to the local network to retrieve documents.

Cloud document capture solutions like KCC break down these barriers. KCC integrates seamlessly with popular cloud storage platforms, allowing users to capture, store, and access documents from anywhere with an internet connection, fostering greater collaboration and productivity.

By digitising documents and making them readily available in the cloud, employees can access the information they need when they need it, streamlining workflows and minimising delays. This is especially beneficial for SMEs and all other businesses, where remote work and mobile access are increasingly becoming standard practice.

Seamless integration with existing cloud environments

Many businesses have already adopted cloud storage solutions, such as KCIM, Google Drive, OneDrive, or SharePoint. On-premises storage systems often struggle to integrate with these external environments, creating friction in workflows and requiring manual processes to move documents between systems.

KCC is designed to work seamlessly with the cloud environments businesses are already using. Documents captured and processed through KCC can be automatically output to the specified cloud destination, allowing users to store and manage their documents in a centralised, familiar platform. This integration streamlines the workflow, reduces manual tasks, and enhances overall productivity.

The benefits of cloud solutions over on-premises solutions

The benefits of cloud solutions over on-premises storage systems are clear. From cost savings and scalability to enhanced accessibility and integration, cloud-based services like Kyocera Cloud Capture offer a more flexible, efficient, and reliable approach to document management.

For enterprises and workgroups, embracing cloud solutions like KCC can drive digital transformation, reduce operational costs, and improve workflow efficiency. By opting for a cloud-based document capture system, businesses can stay agile and competitive in a rapidly changing digital landscape. Feel free to get in touch with our team to learn more about KCC.