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Balancing SaaS print MIS security concerns with functionality
What does the average information technology setup look like in most print shops? Is everything hardware based? While many organizations have a central server in place that hosts a wireless connection, these setups often require intensive maintenance to keep them functioning at their highest capacities. It required an investment in IT talent that was capable of ensuring enterprise-wide connectivity even in the event of upgrades or migrations. For printers investing in print MIS software, there were often heavy upfront costs and the total expense of owning it didn't always match the potential financial gains created through automation.
Software as a service creates a more agile environment
Print MIS in the cloud provides printers with a more effective service to establish long-term relationships with their clients. In reality, it's a solution that provides added value for the printer and their clients. First, the cost of implementing a software-as-a-service print MIS solution is substantially lower than installing actual software. At the same time, this lowers the expenses associated with IT procedures since there's no need to update hardware to meet software requirements.
In addition, there are ongoing product enhancements and upgrades that have a limited impact on client experiences. SaaS providers are able to respond to requests almost immediately because updates are deployed through the cloud, and these are often part of the contract, meaning there aren't added fees. What's more, SaaS-based print MIS is scalable to fit the needs of print shops as they grow or expand to new facilities.
Users need to be educated
When organizations began moving these software products and services to the cloud, the biggest question on most people's minds was whether it would be secure. Even now, there are still concerns over the ability of companies to protect their data and client's private information when the servers that hold virtually all of this data are offsite. Where are the primary issues found?
An article for eSecurity Planet highlighted the fact that encryption established in software as a service provider's products are strong enough to protect users in the event of an attack. However, those individuals interested in working around the security walls integrated in SaaS platforms often target the users themselves, especially those who have access to confidential or valuable information. This is a departure from most hacks that target the infrastructure, explained the eSecurity Planet. Instead, the target is login credentials.
Balance between security and functionality
At the same time, it's important for there to be a balance struck between SaaS administrators and users in terms of security settings. When a print shop owner makes the final decision to integrate a print MIS solution, there needs to be clearly established user guidelines, but the idea of restricting access can rub some employees the wrong way. Jennifer Matt wrote on WhatTheyThink! that there should be a rhetorical and practical shift away from security settings as a restrictive measure toward the idea of personalizing print MIS user interactions for each employee. This concept of individualized experiences is rooted in security as much as it focuses on productivity. Only the most relevant features will be available, eliminating excessive time spent searching for the right feature.
In the end, print shop staff members will appreciate having a seamless experience with print MIS software, especially during the first phases of integration. The fewer hiccups and the greater the relevance of a digital workflow management solution, the more workers will buy into it and make it a success. Certainly, there will be security concerns with SaaS-based software, but these issues can be alleviated through better education and providing staff with the essential tools they'll need to be more efficient.
