Cloud-Based versus On-Premise Web-to-Print Solutions
Web-to-print solutions are a vital component of the order flow for many printers and print buyers. Especially those printers who have expanded beyond print to become complete marketing solution providers.
More than any other category of workflow software, web-to-print mediates the connection between the provider and the client. Because of this, the question of whether to go cloud-based or on-premise is important.
First, some definitions. On-premise web-to-print solutions require the printer to physically house all the hardware that holds the data and runs the solution. This means everything that makes up the data center of the solution will be installed on-site. This translates to high initial capital investment on the part of the printer.
Cloud-based web-to-print solutions don’t require any installation by the printer. The software vendor takes care of all the physical hardware needed to run the solution, which is accessed via a normal web browser. The software company is responsible for physical security, networking equipment, electricity, part replacement, and server maintenance. This translates to a very low cost barrier to entry for the printer.
Which one is better?
That depends on the needs and resources of your company. Do you have the necessary expertise on staff and sufficient resources to run, maintain, and troubleshoot the hardware and software? If you do, then on-premise is an option.
It might make sense to go with an on-premise solution If you have unique compliance requirements. Or perhaps you want the peace of mind of having complete control of the data and software. But you may find that a cloud-based provider can meet your security and compliance requirements better than you can, and for less cost!
If you don’t have and can’t afford the IT personnel needed to maintain a network, cloud-based offerings can solve many hurdles to adopting web-to-print. If you need global access, at-the-ready support, or high-volume scalability, cloud-based web-to-print may be the only realistic way to get there.
Basically, the advantages of having everything involved in hosting, running, and networking the web-to-print solution on-premise come down to compliance and security. And realistically those advantages are contingent on many variables that make them a non-issue for many printers.
Cloud-based web-to-print solutions are scalable, flexible, accessible, and require no installation or maintenance costs. For these reasons, most printers in most cases would do best to choose a cloud-based web-to-print solution. This is true both in the short-term (low barrier to entry) and the long-term (scalability and regular updates).
Web-to-Print: Cloud-Based VS. On-Premise
| Cloud-Based | On-Premise | |
|---|---|---|
| Server Location | Housed and maintained by the software vendor. | All hardware and equipment is housed by you, the printer. |
| Installation | No software or hardware installation is necessary. | Server hardware, software, and networking equipment must be installed on your premises at your cost. |
| Setup Costs | No need to purchase or install hardware or software, meaning no setup costs. | Highly costly. Hardware and equipment must be purchased and installed on-site. The software license fee for ownership can be expensive. |
| Maintenance | None. The software company can regularly deploy updates, patches, and solution enhancements. Updates are cost-free and hassle-free for you. | Monthly energy costs. Need IT employees on hand to support and manage potential issues that may arise. Replacement parts and upgrades need to be purchased and installed. |
| Time to Launch | Jump into the solution right away. Time to launch only includes training and solution configuration. | Lengthy process of on-site installations. IT personnel must be hired. That’s on top of the necessary training and configuration time. |
| Updates | Browser-based means you and your clients can access the solution on any device with the internet, including mobile. | Software is purchased “as-is”. Limited to the features and compatibilities that the solution started with. Once outdated, a new purchase is in order. |
| Scalability | Pay for what you need and scale as you grow. | Locked into the limits of the solution at time of purchase. If you grow and the software can’t handle the data volume, your options are limited. |
| Accessibility | Locked into the limits of the solution at the time of purchase. If you grow and the software can’t handle the data volume, your options are limited. | Access is generally limited to the local network of devices on-site. |
| Uptime | Most modern cloud-based companies invest in redundancy infrastructure to ensure reliable uptime. Infrequent planned maintenances are usually the only downtimes to be expected. | Locally hosted software means no internet access is required. Downtime can still arise due to unexpected issues with hardware, networking, or software. The responsibility to solve these issues is on you. |
| Security | Security is primarily in the hands of the software company. Most companies invest heavily in the latest data security measures, both physical and electronic. | Since you host, house, and maintain the hardware and software, data security is in your hands. This can be for better or worse. |
| Compliance | For highly regulatory industries, there may be challenges involving regulatory mandates when data is stored off-site. | If you require very strict compliance, there can be benefits to having a closed network and on-site data center. |
