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AccessibilityNow provides high levels of automation and integration into any environment, the platform includes software solutions and a wide range of tailored services to meet the document accessibility needs of all organizations, large and small, private sector and governments of all levels.

The Cloud Works for All Size Companies

Cloud processing for document management comes in two flavors: Smaller organizations are generally interested in a Software-as-a-Service (SaaS) model, where all processing and file storage happens in a secure online environment controlled by a software vendor. Larger enterprises like the convenience and flexibility of cloud computing but prefer to deploy applications to their internal online cloud. Today, we will examine the differences between the two approaches and highlight the strengths and limitations of each method, helping you to determine the best approach for your organization.

SaaS (Software as a Service) from Crawford Technologies

In our SaaS document management solutions, Crawford Technologies hosts the application and makes it available to users from a website or portal. Users access the software through a web browser or API. All data processing and storage occurs on Crawford’s servers. We maintain the software, versioning, and updates for necessary bug fixes or feature upgrades. Key features of the SaaS approach include:

Accessibility: Users can access the software from anywhere with an internet connection, making remote work and collaboration convenient.

Scalability: SaaS document processing solutions offer scalable resources, allowing organizations to adjust their usage based on demand. Scalability is essential for document processing and management when competitive market activity or a government regulation change warrants an immediate shift in document content, strategy, processing, and printing.

Reduced IT Overhead: Since Crawford Technologies manages the infrastructure and maintenance, organizations can save on hardware, software, personnel, and maintenance costs.

Software-as-a-Service may not be the best choice in all situations. Here are some SaaS aspects to consider:

Dependency: Organizations rely on outside infrastructure and service availability. That is not necessarily a big risk. At Crawford Technologies we build in redundancies and safeguards that minimize downtime or service disruptions. Reliable and continuous service from Crawford should not concern organizations producing documents with a government or industry-mandated required in-the-mail date.

Limitations for User Customization: To deliver ease of use, SaaS cloud applications may offer a different level of customization than on-premises solutions, limiting flexibility for specific business needs.

Data Security Concerns: Though worries about data security have been largely alleviated, storing data on external servers might be an issue for some organizations, especially for sensitive or regulated data. Organizations like Crawford Technologies implement robust security measures, though. When printing financial information or healthcare statements, for example, where client data requires absolute security and privacy, customers can be assured that we take every precaution to protect our clients’ data.

Crawford’s Internal Cloud Computing Solutions

Larger enterprises use Crawford’s internal cloud computing to deploy applications to their in-house cloud infrastructure, which is managed and maintained by the resident IT team. Typically, this approach involves private cloud resources or a hybrid cloud model combining private and public cloud services.

Upsides for the Internal Cloud Computing model include:

Control: Organizations have complete control over their cloud environment, allowing customization and tailored configurations to meet specific requirements for document processing.

Security: Internal clouds can offer enhanced security measures, as data remains within the organization’s infrastructure, potentially reducing the risk of data breaches. Instead of a third-party cloud provider, the host organization’s security protocols are in place. 

Compliance: Internal clouds provide more control over compliance requirements-a crucial factor for industries with strict regulatory standards.

Internal cloud-based document management systems can be complex. Some potential negatives for the Internal Cloud Computing model are:

Infrastructure Costs: Building and maintaining an internal cloud infrastructure can be expensive, requiring significant upfront investment in hardware, software, and skilled personnel.

Complexity: Managing an internal cloud infrastructure requires expertise in cloud technologies, networking, and security, which may pose challenges for some organizations.

Scalability Constraints: Scaling internal cloud resources may not be as seamless as with public cloud providers, potentially leading to limitations during periods of high demand.


SaaS offers convenience, scalability, and reduced IT overhead with at tradeoff in the form of limitations in customization. On the other hand, internal cloud computing provides greater control, security, and compliance adherence but requires substantial investment and proficiency to manage effectively. Organizations must consider these factors when choosing the approaches based on their requirements, budget, and risk tolerance. Selecting a vendor like Crawford that thoroughly analyzes an organization’s infrastructure, document strategy, and management structure is essential when choosing a Cloud Computing strategy for document management. Many organizations adopt a hybrid approach, using a combination of in-house and SaaS solutions to process their work.

Cloud Solutions from Crawford

Crawford Technologies is an award-winning global provider of Cloud Computing solutions, providing organizations with adaptable, scalable, and secure cloud-based document management solutions. Leverage the power of cloud computing for flexible document management and processing, integration with legacy systems, and faster-to-market customer communications.

Our cloud-based and hybrid cloud products include:

Additionally, all Crawford’s core products are enhanced with cloud components like cSimpl and PRO DocNow.

Crawford Technologies’ Cloud Computing solutions give organizations the power to rapidly update, reformat, and deliver mission-critical documents while reducing costs and increasing efficiency. We engineer our solutions to match each organization’s current requirements with an eye to future growth. Our tenured team provides world-class analysis, implementation, maintenance, and support to ensure the success of each client.

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May 21, 2024


  • Ernie Crawford
    CEO & President

    Ernie Crawford is the founder and CEO of Crawford Technologies, a global leader in the print and electronic document industries. With over four decades of experience, Ernie is a respected thought leader and innovator in the field of document management and has been recognized for his contributions to the industry with numerous awards and accolades. He is committed to delivering innovative solutions to his clients and has led Crawford Technologies through significant growth and expansion while maintaining a focus on exceptional customer service. Ernie is a sought-after speaker and has presented at numerous industry events and conferences.

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