Should we consider on-premises or SaaS solutions for knowledge sharing?

When you’re considering a knowledge-sharing tool, you have many factors to evaluate around how to implement it. One key decision is to determine whether you need an on-premises or cloud-based solution. That decision will be different for every company, but here are some things to think about as you make your choice:

Do you have a large number of potential users for the solution? If so, does pricing depend on the number of “seats” for a SaaS solution?

If a company offers both on-premises and SaaS-based solutions, it will typically offer a one-time fee for installation on a private server, versus a monthly fee per user for a SaaS solution. For large teams, it may be more cost-effective to consider an on-premises installation, while the math may not make sense for smaller startups.

Can your IT team handle implementation and ongoing maintenance of the solution?

If you have a robust in-house IT team, they’ll likely be able to add maintenance of the solution to their scope of work. If your IT team is already over capacity, however, it can make more sense to choose a SaaS solution, in which the company provides ongoing support for any technical issues and updates.

Do you have security or governmental regulations that require on-premises data storage?

In some industries, such as healthcare, you may be subject to regulations that prevent you from using cloud-based tools, so an on-premises solution will be a necessity. Even if your industry isn’t subject to such intense regulations, on-premises may still be a good option from a cybersecurity perspective if you have the internal technical knowledge to properly support and update the tool. 

Consider your needs, available resources, and risk factors when choosing the best option for implementing a knowledge-sharing solution. While some companies might feel most comfortable with the tighter level of control that an on-premises installation can provide, many can benefit from the flexible pricing model and access to always-on customer support delivered by a SaaS tool. Identify your non-negotiables to weigh up the pros and cons of each model, and make the right decision for your company. 

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