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When choosing a QMS hosting model, organizations typically select from three approaches:
- On-Premise: Fully managed internally, offering maximum control but higher IT responsibility.
- Cloud-Based SaaS: Vendor-managed, shared application instance with subscription pricing, ideal for fast deployment and minimal IT lift.
- Web-Based SaaS: Vendor-managed but with a dedicated instance, combining flexibility, isolation, and easier compliance.
Each model has trade-offs in control, access, customization, and compliance, making the right choice dependent on your organization’s priorities.
Choosing how to host your Quality Management System (QMS) is no small decision. Between on-premise, cloud-based SaaS, and web-based SaaS models, each option brings its own benefits, risks, and long-term implications for compliance, validation, and IT support.
At DocXellent, we know that the best choice depends on the balance between your business, quality, and IT priorities. That’s why our recent webinar, “Selecting a Hosting Method for Your QMS: On Premise versus SaaS – Considerations for Quality Professionals,” breaks down the decision framework every quality team should consider before implementing or migrating a QMS. Here is a brief summary that can help you make this decision.
Understanding Your Hosting Options
Before evaluating which model fits best, it’s essential to understand how they differ.
- On-Premise: Managed entirely by your organization, often within your internal network or a private cloud. Your team handles all infrastructure, security, and system maintenance, while the vendor provides the software. This option offers the highest level of control, but also the greatest IT responsibility.
- Cloud-Based SaaS: A vendor-managed, subscription-based model where multiple customers share the same application instance and infrastructure. It offers fast deployment, minimal IT effort, and automatic updates, making it a strong choice for smaller teams or organizations prioritizing ease of access.
- Web-Based SaaS: Also vendor-managed and subscription-based, but each customer operates within a single, isolated application instance. This hybrid model delivers the flexibility and privacy of on-premise with the convenience of SaaS.
How the Market Has Evolved
Over the past decade, the QMS hosting landscape has shifted dramatically. Once the standard, on-premise implementations now make up less than half of deployments, while SaaS adoption has grown to nearly 70%.
For small and mid-sized businesses, SaaS is often the go-to model. It reduces internal IT strain and accelerates implementation. Highly regulated industries—particularly life sciences and pharmaceuticals—continue to favor on-premise systems due to legacy environments and validation requirements. Yet even these sectors are exploring web-based SaaS as a way to gain flexibility without compromising compliance.
Eight Factors That Shape the Right Decision
There are eight essential areas that can help teams align their choice of hosting with their operational and regulatory needs. A few of the most impactful include:
- Global Access and Remote Teams: SaaS models make access easier for distributed users. Browser-based connections and Single Sign-On simplify support for global teams and external partners. On-premise setups often require VPN access and rely on local directories, which can limit accessibility.
- Customization and Integration: On-premise systems provide the deepest control for complex integrations, but at a higher maintenance cost. Cloud-based SaaS limits customization to standardized APIs, while web-based SaaS allows greater flexibility within a managed environment, which is ideal for organizations with unique workflows or systems.
- Validation and Compliance: In on-premise setups, your team owns the entire validation process. SaaS vendors typically share validation documentation, which customers review and complete for their configuration. Regardless of the model, you always retain responsibility for defining your User and Platform Requirements Specifications.
- Security, Risk, and Resilience: SaaS vendors handle much of the security, monitoring, and disaster recovery, but it’s still important to verify their service level agreements and security certifications. On-premise models give you full control and responsibility for ongoing protection.
- Financial Considerations: On-premise deployments require a higher upfront investment but can cost less long-term if internal resources are available. SaaS models, while subscription-based, include maintenance, security, and support, reducing hidden costs and freeing IT teams to focus on other initiatives.
Each model brings trade-offs, and no two organizations will weigh these factors the same way. The key is alignment between your compliance obligations, IT capabilities, and long-term quality goals.
Make an Informed Decision
Whether you’re preparing to implement your first digital QMS or considering a transition from on-premise to cloud, understanding your options empowers you to make a choice that fits your organization’s size, resources, and regulatory landscape.
For example, who are the users—internal, external, contractors, or partners—that will require access to the system? Will you need support for custom integrations, and who will be accountable for maintaining them?
To learn more about your options and the types of questions to ask, we prepared a questionnaire to help you determine which option is the best for your organization.