A Beginner's Guide for Hosting Your Document Management System

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Your document management system can be stored in a couple of ways. It can be stored on a physical server that is located in your office, or it can be hosted off-site in the cloud. The one that you choose often has to do with how much data you have to keep safe and what your budget is.

On-Site Hosting

If you choose to host your document management system on-site, you will need a physical server that will have everything stored. This does give you an upper limit on the amount of space you have on the server, as the storage capacity depends on the specific server you have. This option comes with a number of costs, including the cost of the server itself and the software that has to be used with it. There will also be a license fee for each person who uses the system. Expect periodic charges for updates and upgrades over time. 

Hosting in the Cloud

This option is often used by companies that want a smaller cost upfront. For a simple cost for space, all of the company's documents and other data can be stored in the cloud to keep it secure and protected. This comes with an up-front cost that is less than buying your own system and software. This also has built-in backups, so your company doesn't have to worry about data being lost. You won't have to pay for the entire system to be upgraded when you need more storage with this option. You simply pay for as much storage as you need.

Choosing the Right Option

Both of these options are effective for keeping records stored long term, but these differences in price often push companies to choose the cloud-based option. This option is also better for areas that tend to have natural disasters and are in danger of losing all of their data if the physical server is destroyed. Using the cloud for storage also has the advantage of coming with a high level of security for your files. 

If you are interested in cloud storage for your document management system, contact us today to find out more about it. 

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