In this Article
More and more companies are turning to cloud applications to meet the growing demands for flexibility, security, and efficiency. Various factors play a role here: on the one hand, there is often a lack of internal resources to adequately operate on-premise systems; on the other hand, cloud solutions promise state-of-the-art security standards and the ability to respond more quickly to changing market requirements. This trend affects almost all areas of business—but there are still some exceptions. One example is enterprise output management (EOM).
Until now, EOM has rarely been offered or used as Software-as-a-Service (SaaS). This is partly because there was a lack of suitable solutions on the market, and partly due to specific challenges such as the high volume of data traffic between companies and the cloud. Security concerns and the fact that output management is often considered critical business infrastructure made the transition even more difficult. Added to this were the complex requirements resulting from integration with ERP systems such as SAP or document management solutions (DMS) – an area that was often associated with major challenges even in on-premise setups.
But times are changing: Many of our customers’ SAP environments and DMS systems have now moved to the cloud and are operated and consumed as SaaS. This has also significantly reduced our customers’ concerns about output management solutions from the cloud, despite their high business criticality. That is why we at SEAL Systems have been working intensively on ways to make EOM future-proof in the cloud – and have found practical ways to meet our customers’ requirements.
What does enterprise output management in the cloud mean?
Enterprise Output Management (EOM) plays a central role in the management and control of all outgoing documents in a company – from invoices and contracts to marketing materials and customer communications. These systems are used in almost all areas of a company, especially in the context of ERP systems such as SAP, engineering applications such as PLM, desktop applications (Windows/Mac) or document management systems (DMS). And the trend here is clear: customers are increasingly turning to cloud solutions, including for these application systems.
However, in order to offer output management in the cloud, such solutions must meet the highest security requirements, be easily scalable to adapt flexibly to peak loads, be easy to implement, and be reliably available – with uptime of over 99%. These requirements pose a challenge that we have seen as an incentive to further develop our technologies accordingly.
That’s why we have completely redesigned the underlying architecture of our output management system for use in the cloud and as a SaaS solution. The shift to cloud EOM makes it possible to provide the existing functions via the cloud – without companies having to operate their own hardware or software. Instead, they can subscribe to a service that takes care of infrastructure, maintenance, and updates – thereby saving not only costs but also internal resources.
Why switch to the cloud?
Cost savings
Companies avoid high initial investment costs for hardware and software. Instead, there is a shift from capex (capital expenditure) to opex (operational expenditure), which simplifies budgeting and makes it easier to plan. Companies only pay for the resources they actually use.
Scalability and flexibility
Cloud solutions adapt dynamically to the changing requirements of a company. In the event of unexpected peak loads or fluctuating document volumes, the required capacity can be adjusted effectively – without investing in new hardware. This is particularly useful when there are irregular spikes in data volume.
Enhanced security and compliance
Leading cloud providers invest heavily in advanced security technologies and guarantee compliance with strict regulations. Companies benefit from continuous security updates, proactive monitoring, and state-of-the-art end-to-end encryption. In the area of output management in particular, in-house implementations often do without such encryption, which poses an increased security risk. The cloud minimizes such security gaps through a standardized and robust infrastructure.
High availability and reliability
Cloud-based SaaS solutions offer availability of over 99.9%, which is rarely achieved by traditional in-house solutions. This ensures maximum operational readiness and reduces the risk of system failures that could have a lasting impact on business processes.
Solution to the shortage of skilled workers
By using cloud services, companies do not need to maintain their own resources for operating and maintaining the EOM infrastructure. Instead, they purchase a professional service that takes care of all maintenance and administration tasks. This relieves the IT department and helps to circumvent the shortage of skilled workers in this area.
Increased accessibility
Cloud EOM solutions enable employees to access the platform from anywhere and at any time, provided they have an internet connection. This is particularly helpful for companies with multiple locations or remote workers and promotes efficient collaboration within distributed teams.
Easy maintenance and updates
The cloud provider handles all maintenance, including software patches and updates. This ensures that the system always remains up to date without companies having to allocate internal resources to this task.
Thanks to these comprehensive advantages, the cloud is increasingly becoming the preferred operating concept for modern EOM systems, both boosting efficiency and supporting long-term business success.
Challenges and how to overcome them
Despite the numerous advantages of cloud migration, there are challenges that must be carefully addressed to ensure the success of the project:
Data sovereignty and data protection
The protection of sensitive company data is a top priority. It is essential that the cloud provider strictly complies with applicable data protection regulations such as the GDPR. In addition, it should be clarified where the provider’s servers are hosted (e.g., within the EU), who has access to the data, and where the service provider has its registered office. Comprehensive due diligence when selecting a provider is essential to ensure that data sovereignty is maintained.
Integration into existing systems
Integrating a new cloud solution into existing enterprise applications (such as SAP, CRM, or DMS) is often complex. It is crucial to choose a solution that offers flexible APIs and connectors to simplify integration. We have extensive experience and have already successfully implemented numerous integrations, including into cloud solutions from other providers such as SAP.
Integration without VPN
An enterprise output management solution acts as middleware, connecting different application worlds with different output channels. In on-premises or private cloud environments, such connections can be implemented relatively easily via appropriate application interfaces, as applications and output channels are typically located in the same network. However, if the applications are operated as SaaS in the cloud, this also places special demands on integration, as VPNs are not normally set up between the individual SaaS worlds for security and cost reasons. A special aspect of integration is the challenge of printing without a VPN connection. Both the print data and the feedback information must be reliably exchanged between the systems without requiring a VPN connection. Likewise, the print data must be sent to the printers without a direct network connection. We have developed innovative solutions for these requirements that enable secure and smooth communication.
Change management and acceptance
The switch to a cloud-based solution requires not only technical adjustments but also organizational changes. Employees must be prepared for the new way of working, which requires training and effective change management. This is the only way to ensure high acceptance within the team and a smooth transition.
Indem diese Herausforderungen frühzeitig in Planung und Umsetzung einbezogen werden, können Unternehmen die Migration in die Cloud erfolgreich bewältigen und die vielen Vorteile effizient nutzen.
The cloud as a strategic decision for modern EOM
The switch from on-premise to cloud-based EOM is not just a technological change, but a strategic decision that helps companies become more efficient, flexible, and future-proof. By shifting expenses, reducing IT complexity, and improving business continuity, companies can better focus their resources on innovation. The cloud is not only the future of EOM, it is the present. That is why we at SEAL Systems have built an innovative cloud solution for our future and that of our customers, which we provide to our customers as a SaaS offering. In doing so, we have ensured that our solution not only leverages the advantages of the cloud, but also guarantees the familiar performance and customizability that our customers know from our on-premise systems. This allows companies to continue implementing customized workflows and processes without compromising on speed, efficiency, or security.