2. q Automatic Updates—Eliminates the
need to keep up with and install the
latest applications and updates. Updates
are made by the cloud providers
without having to interrupt someone’s
work day or tie up their computer.
q Version Control—Working on a centrally
located file eliminates “version confusion.” Files
are centrally stored, so everyone views and edits
the same version, and changes can be tracked to
those who made them for easy accountability.
q Mobile Access—Allows the ability to
monitor production, get job tracking,
and obtain other information while out
on client sales calls or otherwise out of
the office. This empowers sales staff and
management to convenient productivity when
information for decisions is needed most.
q Scalability of Investment—Convert a discrete,
fixed-cost investment to a variable-cost
investment based on number of actual users
or other inputs. This means that you have the
latest equipment, but pay for only your use of it.
q Reduced Capital Expenditures—Eliminate
spending for on-premises servers and software,
as well as costly hardware/software upgrades.
Many office applications can be switched from
desktops to notebooks and tablets and even
smartphones, supporting a flexible time and
work culture inside and outside the company.
q Storage Hardware Savings—Large graphics
files are stored online, reducing need for local
storage and back-up hardware, which can
be a substantial and recurring investment.
q StandardizationofSoftware—Eliminate“mongrel”
or kludged-together software combinations,
as well as unlicensed or dubiously acquired
software. This reduces legal risks and ensures
users are all using the same versions of software
for the best compatibility and collaboration.
q Familiarity of Applications—Cloud software
is the same basic software you have been
using all along—it’s just located in the cloud
rather than on local hardware. There should
be no “fear” of change because not that
much is really changing. All major software
providers are making their programs available
in the cloud as a fundamental strategy.
q Decentralized Centralization—For
establishments with multiple locations or
franchisees, the cloud can tie all locations into
the same system, sharing the same resources,
files, etc. This can also facilitate distribute-
then-print operations, if a file received in
one location needs to be printed at another.
It also assists management who share the
same kinds of reports in the same context.
3. q Online Job Submission—Customers can easily
access digital storefront/web-to-print sites for
ease of print-buying, consistent with other
e-commerce preferences and experiences.
q Ease of Proofing—Customers can access,
correct, and approve online proofs.
Combine this with cloud-based VOIP
conferencing, and needed discussions can
be had at any time and nearly any place.
q Job Status/Tracking—Customers and
sales people can get latest job status
and tracking no matter where they are,
saving sales and production staff time.
q Backup/Data Recovery—Customer jobs
and files can never be “lost,” and can easily
be restored to on-premises hardware.
q Enterprise Integration—Enhanced
monitoring and management of all functions
within the plant. Offers integration of
production with MIS, digital storefront,
and other parts of the enterprise.
q Better Analytics—Track ink, paper, and other
consumables use and get more accurate data
for pricing jobs. What does a job really cost,
and how much margin are you realizing?
q Data Security—Data is safer in the cloud
than on potentially lost or stolen equipment,
such as a salesperson’s laptop or iPad. Cloud
software can also remotely wipe data from lost
laptops or other on- (or no longer on-) premises
equipment. It also reduces security costs.
q Disaster Recovery—If on-premises hardware
fails, you can easily get back to work as long
as you have an Internet connection. Nothing
is lost forever, nor is there a scavenger hunt
for back-up files or external backup drives.
q Scalability of Functionality—Expand
and contract features and functionality
as the enterprise grows or contracts or to
correct for seasonal variation in volume.
q Speed Transaction Time—Cloud-enabled
mobile devices can register transactions—
such as job delivery/payment—at the time
they occur rather than after some delay.
q Spam Control—Cloud-based email has
better spam filtering than traditional desktop
mail applications. It can also be more easily
“trained” to recognize authorized senders.
q SeamlessTransitioning—”Modernizing”
the business makes it more attractive in the
event of a merger/buy-out opportunity.
Standardization via the cloud also eases the
transition to new management—or to the next
generation of ownership. This is important
for younger managers who are already used
to cloud-based applications of all kinds.
4. Know Your Clouds
We can identify three kinds of cloud:
“Private Cloud”—Servers hosted at Data Centers
• Can be physical (your own computers) or virtual (shared with others)
• High cost of purchasing or leasing computer equipment
• Configuration and maintenance of these servers is the responsibility of your own IT specialists or by hiring
an outsource company
• Upgrades, expansions, replacements are not automatic, nor are they usually included
“Public Cloud”—Servers are hosted by companies specializing in cloud computing
• Use Internet browsers to access software and applications
• Have accounts with usernames and passwords to control access to software or computers that are pre-
configured and customized to business needs, such as Google Apps for Business and Microsoft Office365
• Public clouds are generally more secure than private clouds because providers use the latest security
approaches and have staffs and developers who specialize in these areas
“Hybrid Cloud”—A combination of Public and Private
• Nearly every software program is available as a Public Cloud offering, but there may be some specialty
applications that are not yet. In these situations, a hybrid solution is created to take advantage of all of the
benefits of moving workflow and processing away from on-premises solutions
• The Cloud Production Partners Assessment analyzes business needs to determine best approach for of each
type of solutions that’s right for that specific business
