Why Now is the Time to Move Your EDMS to the Cloud (Without Leaving Your On-Prem System Behind)
In today’s engineering and asset-intensive industries, efficient and secure document management is no longer a nice-to-have – it’s a critical necessity. While many organisations have long relied on on-premise Engineering Document Management Systems (EDMS), such systems often struggle to keep up with the modern demands of remote access, collaboration, data security, and scalability.
That’s where cloud engineering document management systems come in. Cloud-based platforms offer the flexibility, performance, and security today’s teams need. But what if your team isn’t ready to completely leave its existing on-prem setup behind? That’s where a hybrid model – using solutions like RedEye Cloud EDMS alongside existing platforms such as Meridian – offers a clear advantage.
In this article, we’ll explore:
- The hidden financial and operational costs of on-prem engineering document management systems (EDMS)
- The key benefits of cloud-based EDMS solutions
- Why a hybrid approach may be the ideal solution for many organisations
- How RedEye Cloud EDMS seamlessly integrates with existing systems like Meridian
- Why Pentagon Solutions is the right partner for your digital transition
The True Cost of Staying On-Premise
On-premise EDMS systems are familiar, proven, and deeply embedded in many organisations. However, this legacy comes with drawbacks – and often, hidden costs. These can include:
1. High Maintenance Requirements
On-prem systems require constant attention from IT teams, including server maintenance, patch management, backups, and updates. These activities consume valuable internal resources and may result in downtime if not managed effectively.
2. Limited Scalability
When project volumes increase or new departments come on board, scaling an on-prem system can be costly and time-consuming. Additional hardware, licensing, and IT support are typically required.
3. Reduced Accessibility
With many teams now operating across different locations – and often remotely – on-prem systems lack the ease of access that modern work environments demand. Field teams, contractors, and third parties often struggle to securely access data.
4. Hidden Operational Costs
Licensing, software upgrades, server power consumption, physical space, and backup solutions all contribute to the total cost of ownership, yet are often overlooked during procurement.
The Advantages of Cloud EDMS
EN cloud-based EDMS eliminates many of the pain points associated with on-prem systems. It’s designed to be scalable, accessible, and secure – meeting the demands of modern engineering, construction, and infrastructure projects.
1. Accessibility and Collaboration
Cloud EDMS platforms allow secure, real-time access to documents from any location. Teams can collaborate effectively across time zones and geographies, reducing delays and improving project visibility.
2. Reduced IT Burden
There are no servers to maintain, no manual updates, and no need for constant monitoring. The vendor handles everything from infrastructure to data protection.
3. Built-In Security and Compliance
Top-tier cloud platforms offer enterprise-grade security, including encryption, multi-factor authentication, regular updates, and compliance with industry standards (ISO, GDPR, etc.).
4. Cost-Efficiency
Cloud solutions operate on a subscription model, making costs more predictable. With no need for hardware investment or internal server management, you can significantly reduce your total cost of ownership.
5. Rapid Deployment and Scalability
Need to bring on 50 new users? Add a new site? Cloud solutions make it easy to scale without months of planning or infrastructure procurement.
Hybrid EDMS: Bridging the Gap
For many organisations, completely replacing an on-prem system isn’t realistic in the short term. Teams may have complex workflows, legacy integrations, or regulatory requirements to consider. That’s where a hybrid EDMS comes in – combining the strengths of both environments.
Med RedEye Cloud EDMS, teams can:
- Integrate seamlessly with existing platforms like Meridian
- Retain control over sensitive data while enabling modern collaboration tools
- Transition gradually at their own pace
- Avoid operational disruption while improving user experience
This approach enables organisations to start realising cloud benefits immediately while preserving the investment made in existing systems.
RedEye Cloud EDMS: Built for Modern Engineering
RedEye Cloud EDMS, available through Pentagon-løsninger, is purpose-built for asset-intensive, engineering-focused industries. It provides:
- A user-friendly interface tailored for engineering workflows
- Powerful version control and change tracking
- Mobile access for field workers and remote teams
- Advanced permissions and audit trails
- Seamless integration with on-prem systems like Meridian
Whether you’re managing infrastructure assets, capital projects, or regulatory compliance, RedEye helps streamline operations, reduce errors, and improve data visibility across the organisation.
Why RedEye + Meridian is the Perfect Pairing
Meridian remains a powerful on-prem solution trusted by many global enterprises. For teams that rely on Meridian’s functionality but want to modernise their broader document strategy, Røde øyne is the ideal complement.
By integrating the two, you can:
- Extend document access to mobile and remote users
- Sync data across platforms for consistency and control
- Enable real-time collaboration while retaining critical on-prem data
- Simplify the user experience across systems
It’s not about choosing one over the other – it’s about choosing a path forward that balances stability with innovation.
Hvorfor velge Pentagon Solutions?
På Pentagon-løsninger, we specialise in delivering smart, scalable EDMS strategies that align with your business goals. We’re trusted partners for organisations across engineering, construction, oil and gas, infrastructure, and more.
When you work with us, you get:
- Expert consultation tailored to your workflows and compliance needs
- Implementation support to ensure a smooth transition or integration
- Ongoing training and support to empower your team
- Access to both RedEye and Meridian, configured to work together seamlessly
Our team helps you unlock the full potential of your data, improve operational efficiency, and prepare your business for the future.
Final Thoughts: It’s Time to Rethink Your EDMS
As digital transformation accelerates across every sector, staying tied solely to an on-prem EDMS can limit your organisation’s potential. With RedEye Cloud EDMS, you have the flexibility to move to the cloud fully – or to adopt a hybrid model that bridges the gap between old and new.
Don’t wait until your current system becomes a barrier to progress.
🔗 Visit our RedEye EDMS page to learn how you can start your journey today.
Need help planning your migration? Get in touch with our team of EDMS experts today.
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Vanlige spørsmål
What is an EDMS?
An Elektronisk dokumenthåndteringssystem (EDMS) is a digital solution that helps organisations store, manage, track, and access engineering and technical documents. It ensures version control, compliance, and secure access to critical files across teams.
What is the difference between on-premise and cloud EDMS?
An on-premise EDMS is hosted on servers physically located within your organisation, requiring internal IT support for maintenance and upgrades. A cloud EDMS is hosted on the internet and maintained by a vendor, offering greater flexibility, remote access, automatic updates, and scalability.
Why should we consider moving to a cloud EDMS?
Moving to the cloud can reduce IT overhead, improve accessibility for remote teams, increase document security, and enable faster collaboration. It also allows for easier scaling and cost predictability through subscription-based pricing.
Can RedEye Cloud EDMS integrate with our existing Meridian system?
Yes. RedEye Cloud EDMS is designed to integrate seamlessly with on-prem systems like Meridian, allowing organisations to maintain their existing infrastructure while unlocking the benefits of cloud access and collaboration.
What are the benefits of a hybrid EDMS solution?
A hybrid EDMS offers the best of both worlds: you retain your on-premise systems for sensitive or legacy workflows while expanding cloud capabilities for modern collaboration, mobile access, and simplified document control.
Is migrating to a cloud EDMS disruptive?
Not with the right partner. Working with experienced providers like Pentagon-løsninger ensures a smooth, phased transition. Our team supports you through planning, integration, data migration, and training to minimise downtime.
How secure is a cloud EDMS?
Cloud EDMS solutions like RedEye follow industry-standard security protocols, including encryption, secure user authentication, data backups, and compliance with regulations such as ISO 27001 and GDPR.
