Kofax Power PDF: On-Premises, Cloud-Based, or Perpetual ?

  Kofax Power PDF: On-Premises, Cloud-Based, or Perpetual?

In today's digital era, PDF management and editing tools are a vital component of most enterprises and individual workflows. Among the numerous solutions, Kofax PowerPDF stands out as an effective solution for organising and modifying PDF documents. However, when it comes to purchasing PDF, you have three options: on-premises subscription, cloud-based subscription, and perpetual license. The best option for your organisation is determined by its needs, interests, and budget.

In this post, we will discuss the fundamental distinctions between these services to help you make the best selection for your PDF management requirements.

1. What is Kofax PowerPDF?

Kofax PowerPDF is one of the most flexible and feature-rich PDF solutions on the market. It allows users to easily generate, edit, annotate, and convert PDFs. PowerPDF, which is designed for both corporate and individual users, has a number of advanced capabilities such as form generation, document security, redaction, and collaboration.

When it comes to choosing the finest version of Kofax PowerPDF, organisations have two options: on-premises subscription, and  perpetual license(Standard and Advanced for Retail & Business for Enterprises). Each has advantages and disadvantages, therefore it's critical to understand how different versions will fit into your operating requirements.

2. What is an on-premises subscription?

An on-premises subscription is the purchase of a software license that allows you to install and use the program on your internal servers or local systems. In the case of Kofax PowerPDF, this technique necessitates installing the program directly on your company's network.

Key Features of On-premises Subscription:

1. It is low-cost since it is subscription-based and operates on an opex basis, but it provides complete data security because your files are stored on your own server on your own premises.
2. Customisation: You may design your IT infrastructure to match your specific needs.
3. Regular updates: An on-premises subscription includes periodic upgrades, ensuring that your software is safe and up to date with the newest features.
4. Scalability: You may easily increase or decrease your resources as needed.
5. Disaster recovery: Many cloud providers have comprehensive disaster recovery procedures in place.
6. Accessibility: You can use your programs and data from anywhere with an internet connection.

Best Suited For:

Ideal for organisations that prioritise data protection, reduce internet reliance, and have an on-site IT team to manage software.

Cons: 

1. Limited scalability: Scaling infrastructure can be time-consuming and expensive.
2. Physical hardware failures can cause significant disruptions to your operations.

3. What is a Cloud-Based Subcription?

Cloud-based solutions, also known as Software as a Service (SaaS), allow users to access software applications and data storage via the Internet. Instead than owning the infrastructure, you rent it from a cloud provider.

Key Features of Cloud-Based Subscription:

1. Scalability: You may quickly increase or decrease your resources as needed.
2. Disaster recovery: Many cloud providers have comprehensive disaster recovery procedures in place.
3. Accessibility: You can use your programs and data from anywhere with an internet connection. 

Best Suited For:

Ideal for teams needing remote document access, scalability, and simplified IT infrastructure management.

Cons:

1. Dependence on the cloud provider: You rely on the cloud provider for dependability and security.
2. You have less control over your IT infrastructure than on-premises alternatives.
3. Potential data privacy issues: Your information is kept in the cloud provider's data centres.
4. Vendor lock-in: Changing cloud providers might be tough.

4. What is Perpetual License?

A Perpetual License allows you to buy the program outright for a one-time cost and use Kofax PowerPDF perpetually. Unlike subscription models, this alternative has no ongoing fees. Once acquired, the program is yours to use without time constraints. There are three types of perpetual licences: Standard, advanced, and business. Standard and Advanced are retail items, whereas Business is mainly used for Enterprises.

Key Features Perpetual License:

1. A Scalable PDF Solution for the Enterprise: Power PDF Business Volume Licensing is designed to simplify license administration and put PDF software in the hands of every person who need it to do their job simpler, resulting in better productivity, reduced expenses, and increased information security.
2. Address Enterprise Needs so you can Work like Tomorrow: Volume Licensing is one of Kofax Power PDF Business's enterprise capabilities, enabling organisations to operate today as if they were the workforce of tomorrow and allowing them to focus on customer experience.
3. Network installation and ease of licence deployment: Kofax Power PDF Business VLA or Enterprise supports a variety of deployment technologies, including Active Directory, Microsoft System Management Server, System Centre Configuration Manager 2007, Citrix Metaframe, and Windows Terminal Server. The use of a single license key for all users simplifies licensing installation and management.
4. Real-time collaboration: Real-time collaboration options include the ability to upload and review PDF documents, as well as invite team members to collaborate on files. They can remark and indicate their modification requests directly in the file using some sort of marker points.
5. Advanced security and compliance : Secure your organisation with centrally controlled security measures that restrict document access and protect sensitive data. Advanced security features like redaction help to ensure regulatory compliance.
6. Integrate with enterprise document: The term "enterprise integration" refers to the usage of middleware software in big organisations to link computer systems that handle papers and digital material.
7. Licence: Organization license, minimum 5 seats and Term licensing available.
8. Admin Control: Single admin to manage users, installs, security, updates
9. Roll-out: License server to manage compliance and Customization kit for flexible configuration
10. Connectors: Build custom connectors with SDK, API capabilities
11. Support: Extended support & updates available get from Tungsten but also get updates and upgrades available if valid MN's is purchased

Best Suited For: 

Companies who wish to save continuing expenditures and don't mind keeping with a stable version of software that doesn't require frequent upgrades or new features.

Cons:

1. High KAPEX
2. Cost of AMCs
3. Cost of Upgradation

5. Flexibility and Scalability :

Your software requirements will expand in tandem with your business. Each version's adaptability and scalability must be considered:

1. On-Premises Subscription: Typically harder to scale, as it requires purchasing more licenses and possibly expanding IT infrastructure to accommodate more users.
2. Cloud-Based Subscription: Extremely scalable and flexible, allowing businesses to add or remove users without any hardware limitations.
3. Perpetual License: While it offers cost-saving benefits in the long run, scaling could require purchasing additional licenses or software versions. 

6. When deciding between Kofax PowerPDF’s On-Premises Subscription, or Perpetual License, consider these key factors:

1. Budget: Perpetual requires a one-time fee, while subscriptions have ongoing costs.
2. Scalability: Cloud is the most flexible and easy to scale.
3. Security: On-premises offers full control over data, while cloud depends on vendor security.
4. Access: Cloud allows remote access; on-premises and perpetual are tied to local infrastructure.
5. IT Infrastructure: Cloud requires no maintenance, while on-premises and perpetual need IT support.
6. Updates: Cloud offers automatic updates, while perpetual requires manual upgrades.
7. Collaboration: Cloud is ideal for real-time collaboration, unlike the other two.
8. Customization: On-premises offers more flexibility for integration and customization.

Choose based on your priorities, whether it's cost efficiency, control, or flexibility.

7. Hybrid Approach:

In many cases, a hybrid approach combining on-premises and cloud-based solutions can be the best option. This allows you to leverage the benefits of both approaches while mitigating the risks. For example, you might keep sensitive data on-premises while using the cloud for less critical applications.

8. Conclusion:

Selecting the right Kofax PowerPDF option depends on your organization’s unique needs, including budget, security requirements, scalability, and collaboration preferences. The On-Premises Subscription offers greater control and data security, the Cloud-Based Subscription provides flexibility and ease of access, while the Perpetual License minimizes long-term costs with a one-time investment. By weighing the pros and cons of each model, you can make the best choice for your business, ensuring a seamless and secure PDF management experience.