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Cloud Versus On-Premise (Desktop) Data Storage for Document Management

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Businesses accumulate lots of data in the course of their operations. The challenge of storing data securely and efficiently is one that all companies face. One important question to be answered regarding data storage is whether to keep information in the cloud or in a local desktop or on-premise environment.

This slideshow discusses considerations that should be made for using cloud storage and for on-premise implementations.

eFileCabinet document management software comes in both a cloud-based version and a desktop version. For more information about how to determine which version is best for document management, visit http://www.efilecabinet.com or call 801-374-5505.

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Cloud Versus On-Premise (Desktop) Data Storage for Document Management

  1. 1. Wednesday, October 1, 2014 11 AM MST Paul Conterio Presenter Trainer eFileCabinet Cloud vs. On Premise – Which is Right For You?
  2. 2.  60 Minutes (Education, Q&A)  Webinar will be recorded  Participants are muted.  Ask Questions using the control panel Administrative Items  Ask Questions using the control panel Type your questions here!
  3. 3. 3  Based in Lehi, Utah  Over 135,000 users Since 2001
  4. 4. 4 Since 2001
  5. 5. 1. Functionality 2. Cost 3. User interface 4. How to Share files 5. Integrations with other software 6. And much more! Agenda
  6. 6. 1. Definition of Cloud versus On-Premise Applications 2. What is Document Management Solution (DMS) and What is Document Storage Solution (DSS) 3. How to Decide What is Right for You 4. Q&A In addition
  7. 7. What is a Cloud Application? SSAE 16
  8. 8. What is an On-Premise Application?
  9. 9. Software system that is used to store, manage and track electronic documents and images of information The management of documents encompasses 2 main categories of benefits: Reducing RISK Increasing PROFITABILITY Definition of DMS
  10. 10. eFileCabinet DMS is Management Focused Search Folder Structure Print from Lacerte to DMS Desktop Platform Cloud Platform Full Test search including OCR Drag and Drop File Versioning Pre-defined Templates and Profiles Document Retention Setting Alerts Audit Tracking Role-Based Security Workflow Integration eSignature MS Office QuickBooks
  11. 11. Software system that is used to store and retrieve (usually online) documents Definition of DSS
  12. 12. 12 Critical Components DropBox DMS Integration with Business Applications Paper Capture Smart Indexing Security Document Retention Summary
  13. 13. Cloud vs. On Premise – Which is Right For You?
  14. 14.  Minimal infrastructure of equipment  Little to no maintenance  Automatic Backup and disaster recovery  Physical Security handled by the cloud provider  More Flexible with the number of machines supporting your services  Updated code, Fixes and Patches are behind the scene  Great for small start up business  Great for covering large geographical areas with multiple offices  Data stored on someone else’s server  Internet speed varies Consider the Benefits of the Cloud
  15. 15. What is the cloud and is it safe?
  16. 16. 18 Mobile Apple/Android Apps for eFCO and SecureDrawer
  17. 17. Data resides in your network inside your firewall Speed advantages Software is yours Updates are applied to each server and workstation Back up your own data Consider the Benefits of On Premise
  18. 18. eFileCabinet DMS is Management Focused Search Folder Structure Print from Lacerte to DMS Desktop Platform Cloud Platform Full Test search including OCR Drag and Drop File Versioning Pre-defined Templates and Profiles Document Retention Setting Alerts Audit Tracking Role-Based Security Workflow Integration eSignature MS Office QuickBooks
  19. 19. 1. Functionality 2. Cost 3. User interface 4. How to Share files 5. Integrations with other software 6. And much more! During this webinar, we will compare:
  20. 20. “If there are two applications in an accounting or tax practice that should be joined at the hip, it is the document management system and the client portal. The nature of the deep relationship between the two is undeniable.” Client Portals: Gateway to the Future Special Feature From the April/May 2010 Issue
  21. 21. Demo Sharing
  22. 22. eFileCabinet DMS is Management Focused Search Folder Structure Print from Lacerte to DMS Desktop Platform Cloud Platform Full Test search including OCR Drag and Drop File Versioning Pre-defined Templates and Profiles Document Retention Setting Alerts Audit Tracking Role-Based Security Workflow Integration eSignature MS Office QuickBooks
  23. 23. Cabinets Folders Documents Drawers Tax Clients Individuals Taylor, Paula 2012 IRS CorrespondenceCorrespondence 20132014 Subfolders Tax ReturnsSource DocumentsSS Card
  24. 24. SS Card 2014 Taylor, Paula Cabinets Folders Documents Drawers Subfolders Paula Taylor SS #Search Tax Clients Individuals
  25. 25. SS Card Permanent Taylor, Paula Human Resources Cabinets Folders Documents Drawers Subfolders Paula Taylor SS #
  26. 26. Documents You Can Search by Name! You Can Search by Profile! You Can Search by Indexing & OCR!
  27. 27. 31 Mary Martin is Vice President of Human Resources & Accounting Mary because of her role in the company has access to both employee medical and financial records The Benefit folders contain employee personal health information (PHI)
  28. 28. 32 Bob Cratchit is Director of Accounting and reports to Mary Martin Bob does not have access to the benefits folders containing employee personal health information
  29. 29. 33 Bob Director Mary Vice President
  30. 30. eFileCabinet DMS is Management Focused Search Folder Structure Print from Lacerte to DMS Desktop Platform Cloud Platform Full Test search including OCR Drag and Drop File Versioning Pre-defined Templates and Profiles Document Retention Setting Alerts Audit Tracking Role-Based Security Workflow Integration eSignature MS Office QuickBooks
  31. 31. 35 eFileCabinet 2014 Office 2013 integration
  32. 32. 36 QuickBooks Integration
  33. 33. How to Manage all your files with Workflow and Alerts
  34. 34. What is the Cost of These Options? Cloud  Subscription Payments  Monthly or Annually  Lower up front cost than On Premise  Usually costs more after 3-4 years On Premise  Upfront initial price plus annual maintenance plan  Maintenance plans are generally 20% of upfront purchase price  Maintenance plan payments ensure updates, support and reduced upgrade costs
  35. 35. 40 (Valid Until Friday, Oct 3rd 2014) eFileCabinet Desktop OR eFileCabinet for $540/year With FREE SecureDrawer + FREE Data Migration (50 GB Limit) + Free Remote ClassRoom Training Webinar Special 877-574-5505 or sales@efilecabinet.com
  36. 36. Questions
  37. 37. Why eFileCabinet DMS is More SmartVault eFileCabinet Search Folder Structure Print from Lacerte to DMS Workflow Audit Tracking Full Test search including OCR Cloud Platform Desktop Platform Role-Based Security Setting Alerts Document Retention Drag and Drop Pre-defined Templates and Profiles File Versioning Integration eSignature MS Office QuickBooks Outlook only

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