Traditionally, high-volume document processing is the domain of on-premise software. But those outdated processes are changing. Document centers are re-evaluating the way they work and switching to cloud-based applications.

Processing documents in the cloud has distinct advantages. Recognizing the trends and the preferences of their customers, software companies catering to the document production industry are focusing new development on cloud-based workflow solutions. Features and upgrade options may continue to be available for on-premise installations, but software vendors will release those improvements first in the cloud environment. On-premise users may have to wait.

The Cloud

Document and printing professionals improve profitability for their companies by optimizing workflows and adding data management controls. They are betting that cloud technology will give them the edge to improve productivity and competitiveness. Cloud storage uses external servers to store a company’s information. This practice allows for secure data hosting and accessibility for remote and on-site employees.

The future of business lies in cloud technology. The neighborhood diner, Walmart, and everyone in between is or will be in the cloud. With customer communication management (CCM) as one of the predominant concerns for print/mail providers, working in the cloud optimizes internal processes. Companies can make decisions quickly because secure access to data and CCM applications are available to all team members.

Software-as-a-Service

SaaS, or Software as a Service, offers a connection to CCM and other IT services from a shared infrastructure via the cloud. Local software installation and maintenance are no longer needed. Software providers are responsible for remotely delivering and managing the systems. Companies enjoy easy access from their favorite web browsers.

On-Premise CCM Software

Print and mail providers have used on-premise CCM systems for many years. Before high-speed internet connections and affordable online data storage became accessible and secure, on-premise was the only choice.

Though cloud data storage and processing are now provided by companies with stellar reputations for security, IT managers in the past did not have this option. They managed security and data access themselves.

CCM software requires maintenance. The onus to schedule and complete this work for on-premise systems is on the IT department. Software maintenance is disruptive, expensive, and saps IT resources from other pressing projects. Premise-based CCM systems require an upfront investment and fees, including backup and security.

Companies using on-premise CCM software quickly realized its limitations when the pandemic escalated. Workers were unexpectedly displaced. CCM access was restricted. Workflows could not run. Software update bulletins sat unopened in email inboxes. For many organizations, the global crisis made moving to CCM software in the cloud inevitable.

Moving CCM to the Cloud

Companies accelerated their migration of CCM to the cloud because of the pandemic and stay-at-home mandates. With cloud-based applications, an entire organization, team, or individuals can temporarily or permanently work remotely. These systems are scalable to grow as employee count increases or functional requirements change. Organizations move to a cloud-based system to reduce the costs of maintaining an on-premise solution.

Benefits of a Cloud-Based CCM Solution

Print/mail providers place different degrees of importance on what a cloud-based CCM system can do for them. Some benefits are:

Reduced Costs

Companies typically pay for customer contact management software in the cloud as they use it. There is no initial investment. The software is subscription-based and paid annually. Companies usually treat subscription software as an operating expense, which may offer tax advantages. Companies choose the number of users, level of support, and upgrades. Best of all, they know they are always using the most current version.

Leading Edge Technology

Companies running a cloud-based CCM subscription know the software vendor will continually update the system. They will not need to re-invest in on-premise software upgrades prompted by new technology standards or sunsetting of support.

Scalability

The SaaS approach to CCM is perfect for growing companies. Companies pay for what they need at the moment without fear that it is more or less horsepower than necessary. “Scalability on-demand” lets organizations scale the system when needed. This aspect of cloud computing became important during the onset of the COVID pandemic. Print/mail providers using a cloud-based CCM system could immediately scale to accommodate a dispersed workforce.

Security

Security is a top concern for all print/mail services. Developers of cloud-based CCM solutions tailor processes and procedures with strict adherence to compliance and privacy standards like HIPAA, SOX, and GDPR. Platforms run in a highly secured and redundant cloud environment in compliance with security standards, such as ISO 27001, ITIL, SOC 1 & 2, COBIT, HiTRUST, PCI DSS, and others.

Implementation

Quickcoms’ next-generation customer communications management platform enables organizations to build and execute effective communications while lowering operating costs and ensuring compliance. Our cloud-based technologies provide banks, insurers, and other regulation-sensitive companies with new and effective ways to improve performance and reap the benefits of cloud-based CCM. An intuitive interface and no coding give an organization the power to meet all regulatory requirements, respond to changing customer needs, and provide superior customer service.