What an EFM looks like in practice depends on its setup, infrastructure, and deployment methods. Understanding the different types of document control systems can help enterprises choose the most suitable system.
1. On-Premises
An on-premises electronic file management system stores data on company-owned servers and equipment. This setup provides organizations with full control over their file management and security protocols.
It is ideal for businesses requiring stringent data control and immediate access without relying on internet access. However, it requires an upfront investment in infrastructure and ongoing maintenance. Also, by nature, an on-premises EFM is not flexible and does not cater to workers in various locations, which may be a problem depending on the business.
2. Cloud-Based
Cloud-based systems store data on servers managed by external providers. That means the data can be accessed from anywhere with internet access. This type provides flexibility, scalability, and reduced IT overheads because providers handle system maintenance and upgrades.
Further, security and compliance are managed through encrypted connections and regular audits. It is appropriate for enterprises looking to minimize initial costs and utilize the potential of advanced IT frameworks.
3. Hybrid
Hybrid EFM systems are what they sound like. They combine the security features of on-premises setups with the accessibility of cloud services. This type allows sensitive documents to be kept on-premises while less important data can be stored in the cloud for easier accessibility, collaboration, and scalability.
Hybrid models offer flexibility in managing document access levels. They are particularly beneficial for organizations transitioning from traditional to modern IT environments without the need for a full-scale infrastructure overhaul.
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