Choosing a document imaging company: ASP v. client-server

The typical document imaging company sells locally-hosted systems – they run on your computers and store the data either on your hard drive or on a network server in your office. However, some companies offer ASP (application service provider) solutions, in which both the application and data reside on the vendor's servers, and you access it through a web browser or specialized client software.

Here are some areas you should consider when choosing which type of document imaging company is best for you:

• IT staff. The main advantage of ASP solutions is that the database is maintained by IT professionals at the document imaging company's office. If you have computer experts on staff, they can set up and run client-server software. Smaller businesses with little to no computer expertise are probably better off choosing an ASP solution.
• Customization. ASPs can easily make basic changes in appearance and functionality, giving you more control over the application than you would get from an internal IT team. However, if you need extensive customization and integration, a document imaging company offering a client-server solution provides more flexibility.
• Sensitive data. If your documents include sensitive data such as Social Security numbers, banking records, or other information that you are legally required to protect, your first instinct may be to keep it in-house so you can be directly responsible for it. However, in many cases a document imaging company with an ASP setup can provide better security than you can.
• Internet connection. If you have a dependable broadband Internet connection, you can choose either type of document imaging company. If you use dialup or have a connection that isn't reliable, ASP offerings are not for you.

If you choose the client-server route, you'll pay a lump sum upfront to buy and set up the system, including software and servers. With online providers, payment is more likely to involve a smaller setup fee and ongoing monthly payments.

Right now, most businesses are more comfortable choosing a document imaging company that provides in-house solutions, but ASPs are rapidly gaining in popularity.

Unsure if you want an ASP or client-server document imaging solution? BuyerZone can help. Simply use our free request for document imaging quotes service and get matched to multiple document imaging companies that can help you determine the right choice for your business.