Why Moving to Cloud-Based Systems is Essential for Businesses

Why Moving to Cloud-Based Systems is Essential for Businesses

The invention of network-based computing dates back to the 1960s, but cloud services as we know them now is largely credited back to 2006 when former Google CEO Eric Schmidt introduced the term at an industry conference. For many of those who had already been part of the tech world, the cloud wasn’t exactly new, but to the average consumer, it was groundbreaking. After the release of the first iPhone in 2007, “the cloud” exploded as this foreign, fascinating thing no one understood, with “Where is the cloud?” being the number one asked question.

SaaS (Software-as-a-Service), in particular, is expected to grow over 50 percent in the next three years, as more than 30 percent of technology providers will shift to cloud-only offerings, according to Gartner. There are reasons to migrate to the cloud and for many organizations migrating to the cloud makes sense, with many companies already deploying a hybrid approach of on-premise and cloud. Even the social media platforms we use every day use the cloud.

In this article we explore the following reasons organizations are taking the leap and migrating to cloud-based systems.

• • Leveraging Cloud Security
  • Streamlining Software Updates
  • Scaling Faster in the Cloud
  • Unlocking Efficient Collaboration
  • Ensuring Business Continuity
  • Reducing Environmental Impact

Leveraging Cloud Security

Why Cloud Providers Outperform In-House IT Departments

A massive benefit of using a cloud service is that security is largely, or fully, the concern of the provider. For the cloud providers, security is a critical mission element and substantial resources are applied to maintaining the most up-to-date protections and processes.  It is hard to think that in-house IT departments have both the same focus and resources to maintain the same or better level of security.  People lose their jobs at cloud providers if there is a breach or vulnerability.

Being web-based is highly secure with a strong firewall provided by a legitimate provider, e.g., Amazon Web Services (AWS), Google Cloud, Microsoft Azure, Oracle, etc.  Big companies with both substantial resources and intense motivations to ensure they attract new customers and retain existing ones.

EngineBox.com, our purely cloud-based workflow and document management system, uses leading technology with commercial grade security provided by AWS.  It is both NIST and ITAR compliant.  For those companies dealing with the government, eQuorum also offers a version of EngineBox on AWS’ GovCloud, a FEDRAMP and DFARS compliant platform.

Cloud migration strategies are the methods used to move applications, data, and other business elements from an on-premises data center to the cloud.  The 7Rs is a popular framework that organizations use to assess their current IT infrastructure and determine the best cloud migration strategy.

Streamlining Software Updates

The Cloud’s Time-Saving Benefits for Small Businesses

Smaller businesses are often tight on time and money, with much of both spent on installing or overseeing software updates. Updates can often be time consuming, with an estimate of businesses spending over 100 hours each month tackling installation and update issues. We’ve all been there trying to update our computers with the latest software, just to watch the estimated time go from three minutes to three days, or just failing. The frustration is something we all feel and have in common, especially for those who don’t understand why it’s taking so long or how to fix it.

With a cloud provider you don’t need to be a tech wiz if you come across update problems. You can count on someone else to take care of it for you.  Because it’s easier for the providers to reach their customer base, more frequent, and better tested updates become available.  eQuorum continually updates its Cloud system, EngineBox.com, providing new and valuable features to every user. It’ll take longer than the next three years for the engineering industry to become a truly cloud-based society, but the massive jump we’re seeing from strictly on-premise to purely cloud-based, or hybrid, shows we’re only moving forward from here. Now is the perfect time to start thinking about the future of your business and how to best meet your growing needs.

Scaling Faster in the Cloud

How to Seamlessly Grow Your Business with Flexible Computing Resources 

A big upside to the cloud is the ability to quickly increase computing resources, including CPUs, storage capacities and device types, and graphic/visualization capabilities. For example, a start-up won’t need as much storage to begin with, but over time the need for storage increases as a business takes on new customers, clients, and projects, while established companies already have a greater need.

With the cloud, you can scale up your computing power as needed, accommodating temporary spikes in data or permanent increases, or easily scale down if needed.  The ability to scale can be implemented in a matter of minutes, whereas it used to take days or weeks.  This provides customers with better system response and better user experiences. The addition of virtual servers for graphics rendering, high resource computations, and large file transfers gives organizations greater computing performance.  Large files, for instance, greater than 10 or 25 megabytes used to cause system headaches, now files over 1 gigabyte can be managed without bringing the application to its knees.

eQuorum’s scalability gives companies a clear and easy way to implement the adding of files, even large files, for quicker rendering, especially for 3D models, and faster synchronization between the cloud and local computers or tablets.

Unlocking Efficient Collaboration

How Cloud-Based Systems Enhance Team Productivity, Communication, and Document Security

Cloud-based document management systems provide a powerful solution for modern teams, enabling real-time access, seamless collaboration, and enhanced control over document security. One of the standout features is the ability for multiple users to access, edit, markup, and share documents simultaneously from any location. This flexibility is particularly valuable as teams become increasingly distributed or work remotely, overcoming the limitations of traditional on-premise systems that often require complex configurations for simultaneous access and editing. With cloud systems, real-time collaboration is effortless, boosting productivity while minimizing the risk of version control issues.

Additionally, cloud-based systems integrate features like commenting, tagging, and direct communication tools, such as Slack or Microsoft Teams, which keep team members engaged and informed as they work on shared documents. These tools promote quicker decision-making and prevent bottlenecks caused by miscommunication or lack of clarity, ensuring that projects continue to move forward efficiently.

Furthermore, cloud systems offer granular access control and permissions, allowing administrators to dictate who can view, edit, or share specific documents. This level of control ensures that sensitive information is only accessible by authorized individuals, protecting document integrity while still fostering collaboration. Combined with robust tracking features, these systems help maintain security without compromising the collaborative process.

Ensuring Business Continuity

How Cloud Systems Provide Automated Data Protection and Minimize Downtime for Seamless Operations

Cloud-based document management systems offer a significant advantage in terms of data protection and business continuity. One of the key benefits is redundancy and data backup. Cloud service providers distribute their data across multiple data centers, often located in different regions or even continents, ensuring your documents are backed up in several secure locations. This level of redundancy means that if one data center faces an outage or disaster, your data can be quickly restored from another, minimizing downtime. This comprehensive backup strategy is typically more affordable and reliable than on-premise systems, which often rely on limited local storage solutions or a single data backup center.

Cloud systems also provide automated backups and recovery, meaning businesses don’t need to manually back up their documents or worry about the restoration process during a disaster. Cloud providers regularly schedule backups to ensure the most recent version of your documents is securely stored and can be restored in case of a hardware failure, cyberattack, or natural disaster. In contrast, on-premise systems require constant oversight by IT teams, which can lead to human error and potential data loss due to inconsistencies or forgotten backups.

Additionally, the ability to quickly restore data from the cloud ensures business continuity in the face of unforeseen events. Cloud-based systems can typically restore access to critical documents within minutes, whereas on-premise systems may take several hours or even days to recover, leading to extended disruptions. With the cloud, companies can maintain operations with minimal downtime, ensuring their teams can continue working efficiently and without major interruptions, even in the event of a disaster.

Reducing Environmental Impact

How Moving to the Cloud Helps Businesses Save Energy, Meet CSR Goals, and Embrace Sustainability

Migrating to a cloud-based document management system offers a significant opportunity for companies to reduce their environmental impact and contribute to a more sustainable future. Traditional on-premise systems rely heavily on physical infrastructure, including servers, storage hardware, and cooling systems, all of which consume vast amounts of energy and generates considerable waste. By moving to the cloud, businesses can offload these infrastructure requirements to cloud service providers, dramatically reducing their reliance on physical resources and minimizing their environmental footprint.

Cloud providers are increasingly focused on energy efficiency, utilizing advanced technologies such as optimized cooling methods, renewable energy sources, and efficient server utilization to operate their data centers. These data centers are specifically designed with sustainability in mind, making them far more energy-efficient than traditional on-premise systems. Hence, companies that adopt cloud solutions can lower their overall energy consumption and play a role in reducing the environmental strain caused by physical server rooms.

Moreover, as corporate social responsibility (CSR) becomes an increasingly important factor for businesses, moving to the cloud helps companies meet their sustainability goals. By taking advantage of the shared infrastructure of cloud providers, organizations can contribute to environmental conservation without having to manage the complexities of maintaining their own hardware. Many cloud providers also commit to carbon-neutral operations and renewable energy usage, making cloud adoption an essential step for businesses seeking to enhance their environmental stewardship while benefiting from scalable, secure, and efficient solutions.

In Conclusion

The cloud has evolved significantly since its inception in the 1960s, with its true breakthrough happening in 2006 when former Google CEO Eric Schmidt popularized the term at an industry conference. Following the release of the first iPhone in 2007, the cloud quickly became a transformative technology, revolutionizing both consumer and business experiences. By 2019, the cloud was a well-known entity, and its market size continues to grow rapidly, with SaaS (Software-as-a-Service) expected to see significant expansion in the upcoming years. As more companies adopt cloud-based or hybrid systems, the advantages become clear—no need for infrastructure maintenance, lower costs, and greater accessibility.

Cloud solutions provide enhanced security by transferring the responsibility of data protection to dedicated providers, ensuring more robust security measures than most in-house IT departments can manage. Moreover, the cloud streamlines software updates, saving businesses valuable time and resources. It also offers scalability, making it easy to increase computing resources as your business grows, whether temporarily or permanently. Cloud systems facilitate real-time collaboration and provide granular control over document access, improving both productivity and data security. Cloud-based backup systems ensure business continuity with automated backups and disaster recovery, providing peace of mind with minimal downtime. Lastly, migrating to the cloud offers environmental benefits, as cloud providers utilize energy-efficient technologies, renewable energy, and sustainable practices, helping businesses meet their corporate social responsibility goals.

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