Technical documentation is undergoing a profound transformation: More and more content management systems are moving away from traditional on-premise solutions towards cloud-based ones. For technical authors, this shift brings new opportunities as well as new challenges. What impact this change may have on daily work, team collaboration and IT infrastructure is becoming a more and more pressing issue. This article summarises the advantages and risks of cloud-based content management systems and provides insights into selecting the right solution for your documentation team.
What are the advantages of a cloud-based content management system?
Cloud-based content management systems are no longer just a trend – they are rapidly becoming standard for technical documentation. Key reasons include:
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Flexibility and remote access: Teams can access content from anywhere, which is crucial for distributed teams or team members working from home.
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Collaborative working: Multiple authors can work on documents simultaneously, with changes visible instantly and approval processes streamlined.
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Automatic updates and maintenance: The provider handles operation and maintenance, reducing the strain on internal IT resources and ensuring that the software is always up to date.
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Scalability: Cloud solutions can be customised easily for changing needs, whether adjusting the number of users or expanding feature sets.
These benefits are prompting many companies to leave traditional on-premise environments behind and embrace cloud-based content management systems. However, some organisations continue to rely on local solutions – sometimes due to internal policies or because of data security concerns.
Despite all the benefits listed above, cloud-based content management systems also involve specific risks and challenges that must be considered when making a decision.
What are the risks of cloud-based content management systems?
In technical documentation, issues like data security, integration with existing systems and the level of dependence on one vendor are crucial. Here is an overview of key considerations for implementing and using cloud-based solutions:
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Data security and compliance: Data protection and security are common concerns. With cloud-based content management systems, data is often stored on external servers, sometimes outside the UK or EU. Organisations must ensure that providers meet required certifications and standards and that solutions comply with internal policies.
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Migration and integration: Transitioning from an on-premise solution to a cloud-based content management system requires careful planning. Data migration, adapting workflows and integration with existing IT environments are complex projects that require professional guidance.
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Vendor dependency: Moving to the cloud increases reliance on your chosen service provider. If the provider changes their pricing or experiences disruption, your entire documentation strategy may be affected. It is vital to choose established providers with clear service level agreements.
Cloud-based content management systems vs. on-premise solutions: Making the right choice
Whether a cloud-based content management system or a traditional on-premise approach is suitable depends largely on the individual requirements of your company.
Cloud-based content management systems are especially suitable for:
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Companies with distributed teams or embracing remote work
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Medium-sized businesses with limited IT resources
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Organisations that require rapid access to new features and scalability
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Teams collaborating with external providers or partners
On-premise solutions remain valuable for:
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Organisations with stringent data protection or compliance demands
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Companies with in-house IT departments and expertise in managing complex software
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Teams that require customisation or specialised interfaces
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Teams unable to use the cloud due to regulatory restrictions
The decision to adopt the cloud or stay with an on-premise solution should always be based on a thorough analysis of your technical, organisational and legal requirements.
How to successfully transition to a cloud-based content management system
Switching to a cloud-based content management system is a strategic move that requires careful preparation. The key for editorial teams is to choose a solution that matches their requirements, thus unlocking the full benefits of the cloud. A structured approach is essential for a successful migration and long-term value. Here are the recommended steps:
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Define requirements: Create a list covering both technical and organisational needs, such as user management, interfaces, workflow options, security and integration.
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Compare providers: Evaluate software providers on their specialisation, references and support. Find out whether the system is offered as a pure cloud-based solution, a hybrid model or with an on-premise option. Involving all stakeholders is valuable.
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Plan data migration: Ensure that existing content and modules are transferred securely to the cloud, without loss.
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Adapt processes: Revise workflows, access rights and collaboration models for efficient cloud use.
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Seek expert advice: Especially for SMEs, time is limited. External consultancy can help choose the right solution, minimise risks and manage the change process efficiently.
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Risk and emergency management: Define responses for outages or issues, and establish robust data backup strategies.
Conclusion: Cloud-based content management systems – an opportunity for technical documentation
The shift towards cloud-based content management systems offers numerous opportunities for technical documentation teams: increased flexibility, improved collaboration and access to innovative technology. Risks such as data protection, dependency on a vendor and the migration effort involved must always be considered. If you have to decide between a cloud-based content management system and an on-premise solution and want impartial advice, feel free to get in touch with us. By actively managing the change and choosing the right solution, you can maximise the advantages of the cloud for your team.
