5 hidden costs of on-premise DMS

Do you know the five common ‘invisible’ costs when it comes to running an on-premise DMS? These can be hefty and it’s vital to be aware of them and their impact on your operations and efficiency.

The cost of capacity

On-premise document management systems need capacity for growth, in data and licensing. This gets complex when you need to factor in middle tier, OS, SQL and other licensing – it’s hard to plan for growth.

The cost of agility

Opening new offices overseas or in a new city takes a long time to procure hardware and build environments. Mergers and acquisitions are especially complex, with hard choices: either disrupt normal operations, fork out for expensive data integration experts, or delay commercially important timelines.

The cost of adoption

There’s a cross section of users in every firm who resist complicated technology, keeping all their important documents on their C drive or worse.  Their colleagues cannot collaborate with them, data is not backed up or indexed and there is no record of history or any version control.

The cost of upgrades

Upgrading DMS is a hard, boring job which costs money for consultants, testing, hardware and sometimes new licensing or support subscriptions. These projects take IT and management focus away from other projects – lost opportunity to do better stuff.

The cost of missed things

Simple analysis of annual costs for on-premise DMS usually involves looking at maintenance fees alone. This is a common mistake as it misses out lots of extra costs that can be measured.

Here’s a list of some commonly missed things.

  • External collaboration – secure link sharing, client portal
  • Mobile app server
  • “Commit save to DMS” software
  • Workspace management software
  • Indexer management – maintenance and monitoring
  • Retention policy management software (Records Management System)
  • App and SQL Server monitoring tools
  • Tiered support plans (offered as additional to maintenance)
  • Hardware/SAN – include refresh every 3-5 years
  • Cost of managing data – backup, storage, virus checking, restores
  • Disaster Recovery warm site – maintenance, regular testing
  • Server patching and maintenance

These costs are often reasonable when looked at in isolation, and easy to forget or discount; but they all add up to a significant, sprawling cost burden.

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NetDocuments – ‘power of one’

NetDocuments takes cost and complexity out of a firm’s technical environment, leaving them better prepared to serve clients, innovate and take advantage of a changing market.

  • NetDocuments is one fee per user per month – no capacity planning to do
  • No hardware to maintain – real savings in time, effort, and money
  • Just acquired a firm of 40 staff? Add 40 licenses and they’re ready to go in minutes. Tried and tested import tools from any legal DMS make data consolidation easy.
  • NetDocuments’ intuitive interface means most users begin using it with no classroom training
  • Innovations such as ndSync allow the reluctant partner to keep working in My Documents yet his team collaborate with him in NetDocuments
  • Records management, client portal, secure delivery and mobile apps included in the base subscription
  • NetDocuments updates every 3 months – small change that’s easy to manage
  • The company listens to the market and delivers next generation solutions, for example ND Email
What gets measured gets managed

Keep a text file on your PC desktop, and make a note of costs that you spot related to your on premise DMS.  When it comes to that next DMS initiative, you’ll already have a good idea of the true cost to compare against innovative alternatives such as NetDocuments.

Use our free TCO calculator or speak to one of our consultants about how NetDocuments can transform your business and, at the same time, remove costs.

TCO Calculator (46.9 KiB, 578 downloads)