How On-Premise Collaboration Software Helps Federal Agencies To Manage Massive Data And Communication Challenges

Before the invention of remote chat apps, most of the federal communication happened via emails, letters, and phone calls. 

However, with the growing need for better efficiency, productivity, and a secure work platform, federal agencies are now considering installing an on-premise collaboration software that can be scaled as required. 

But what is on-premise software installation, how is it different from cloud computing, and why federal agencies should prefer on-premise over cloud installation?

We’ll get to all of that below! Read on to get the lowdown on on-premise collaboration software, why you need an on-premise collaboration software, and finally, the best on-premise collaboration software federal and team chatting.

What is a Team Collaboration Software?

Team collaboration software, at its core, is a platform or tool that allows teams to interact, exchange files or documents, and collaborate on them in real-time. These software replicate the need of a one-on-one conversation or face-to-face meeting with team members (like those meetings you’ve in the office).

What is On-Premise Software Installation?

On-premise software is installed on the premises or computer of the organisation using the software. This type of software installation setup requires the company to have their in-house server.  

Hence, in an on-premise software installation method, organisations retain all their data (in the servers owned by them) and hence, they are in complete control of what happens to it. 

Enterprises or agencies operating in highly regulated or data-sensitive industries opt for this type of software installation because they have extra privacy concerns.

A popular alternative to on-premise implementation is cloud deployment. In a cloud computing deployment, the data is hosted and owned by the third-party service provider. A client may be able to access those data or files, but they don’t own them. Since they don’t servers, it allows them to scale up or down as required and pay on an as-required basis. 

On-Premise Vs. Cloud Deployment of Collaboration Software.

1. Cloud Deployment.

With the changing work landscape, now we have, in the market, hundreds of office chat apps or remote collaboration tools – where most tools offer cloud deployment, and some others, on-premise installation. 

Many leading cloud computing solutions like Microsoft teams, Slack, Webex Chat, Google Chat, already have millions of active users who use these apps for their business communication or collaboration. 

However, one of the biggest concerns for a lot of organisations is privacy and security. A wide range of businesses have dealt with security breach issues on office chat apps – where a company’s data was stolen and corrupted – causing the organisation huge operational and financial loss. Hackers, in the past, have been able to gain unauthorised access why  and peruse collaboration software’s central database. 

Security breach possibilities on cloud servers might not be a major problem for some of the organisations. However, companies that operate in an extra-sensitive environment or have sensitive data, such as federal agencies or banking industries require a certain level of privacy and security that a cloud server might not provide. 

Despite all the security measures and promises, security remains the biggest concern to a cloud computing deployment. There have been several publicised cloud data breaches, and thus the IT departments across the world are still working to make it full-proof. 

But as of now, the security threats are real – from personal data theft of employees and customers to admins login credentials, and loss of intellectual property – it has all happened in the past. 

2. On-Premise Installation of Collaboration Software.

As explained before, in an on-premise software installation, all resources and data centres and located within an enterprise’s IT infrastructure. With all the control in the hands, and custom data center, company’s get an edge in terms of security. 

On-Premise servers, basically air gapped servers, also facilitate companies to have easy access to data. Since there’s an internal network, data is accessible anytime, despite the internet connectivity. Furthermore, on-premise solutions offer companies compliance facilities as well. 

Compliance-minded companies operate under regulatory control – especially the federal agencies or similar enterprises that have to follow industry or government regulations. For such companies that are subjected to GDPR, HIPAA, FERPA regulations, it is imperative that they stay compliant by knowing about their data all the time. 

This is made possible through On-premise installation. In short, on-premise installation of collaboration software enables companies to get benefits in terms of security, feasibility, data, control, and also compliance.

Why On-Premise Collaboration Software is better for Federal Chat?

Online communication and virtual collaboration has become routine as the morning coffee. And collaboration software, thanks to their feature-rich capabilities, have become a preferred way for businesses and team members to stay in touch, irrespective of physical distance. 

Today, virtual collaboration and instant messaging technology is widely used both by government agencies, non-government organisations, private businesses – streaming meetings and conferences online, sharing data, and helping people work from home more efficiently.

As special government organisations, the federal agencies have special purposes such as national security tasks, financial oversight, management of resources, and more. All of these job roles require the agencies to maintain privacy and security, and ensure data is accessed only by internal team members. 

Any unauthorised data access by external team members or hackers can cause rift between teams or federal departments, and in the worst case scenario, cause major security or financial issues for the state or national government. 

While many businesses and enterprises immediately opt for cloud deployment, a federal agency has a lot more security, privacy, and data control checkpoints to consider. Apart from security, below are seven more reasons for federal teams to opt for on-premise deployment:

1. Data Control.

With On-premise collaboration software deployment, the company stays in complete control of their data. A team chat software handles confidential business data of all types – accounting, expenses, project cost, employee personal details, business intelligence, and similar information that have significant value to intruders.  

When federal agencies (or any company for that matter) host their collaboration software on-premise, they are in control of everything, from data storage servers to security measures that can be deployed. These enterprises are not at risk because the cloud-based servers of service providers are insecure. 

2. Less Dependency on the Service Provider.

While the SaaS or cloud based models are hailed to be highly flexible, most of the technological decisions about the software and data are made entirely by the service provider. So, if a vendor decides anything that’s not feasible for your business,  you’ll need to do a lot of scrambling to make things work again. 

This type of deployment is not suitable for federal agencies who are required to take actions as per situations, and without relying on the service provider. On-Premise Collaboration software thus removes the service-provider dependency so the company is free to change aspects of the system as required. 

3. Customisation Option.

With On-premise installation option, businesses get easier customisation features as well. Cloud solutions certainly offer easy integration with third-party apps or software, they don’t provide enough customization options. On the other hand, the on-premise collaboration software allows businesses to customise app features according to their workflow. 

4. Reduced On-Going Cost. 

Yes, the initial investment or the up-front cost of on-cloud deployment is more than cloud computing. However, the total cost of ownership turns out to be lower. You don’t have to pay the recurring subscription based fee or per user fee. The only ongoing cost your organisation will be paying is IT maintenance fee and energy bills.

Other Benefits of Using a Collaboration Software.

1. Instant Messaging.

Real-time messaging is the heart of any office collaboration tool. Without this feature, a team collaboration app is pointless. Instant messaging across groups and departments was how Slack and HipChat introduced to the world an efficient style of team collaboration. 

Messaging in these collaboration apps come in the form of one-on-one conversations, private channels, and group chats. 

2. Real-Time Screen Sharing.

One of the features that makes collaboration software highly efficient for remote work is screen-sharing. Through screen sharing feature admins or team members can give presentations, display a technical process, explain documentations, and do a lot more than the regular video call. 

Screen sharing brings more context to virtual interactions since people can display screens, documents, presentations, videos, audios, and all kinds of files on the host’s screen. 

3. Secure File Sharing.

Another important feature of any collaboration tool is secure file sharing. In order for remote teams to work effectively, they need to frequently share files, documents, and collaborate on them – without worrying about the possibility of shared data falling in wrong hands. 

An ideal collaboration app facilities just that – so files can be shared securely in real-time, irrespective of format, size, or storage location. All in all, this feature allows teams to work together simultaneously on tasks.

Troop Messenger for Federal Communication.

At its core, Troop Messenger is an internal office chat app that helps teams communicate in real-time, share files securely, and store data in the server of their choice. 

Known as one of the most secure collaboration tools, Troop Messenger is specially designed for mission-critical communication, where every text, file, or audio message is encrypted – both at rest and in transit. 

And when it comes to federal communication, here’s how Troop Messenger helps:

Benefits of On-Premise Installation of Collaboration Software for Federal agencies:

• Store your data on machines you own and control
• Adhere to your security and compliance requirements
• Leverage your corporate security infrastructure
• Easy deployment using an industry-standard virtual machine
• Fully supported regular product updates and enhancements

• Use your own custom logo, colors, and subdomain link to ensure you always present a professional appearance. 
• Customize guest access and which integrations your teams can use in Conceptboard.

Conclusion.

Online communication and virtual collaboration has become routine as the morning coffee. And collaboration software, thanks to their feature-rich capabilities, have become a preferred way for businesses and team members to stay in touch, irrespective of physical distance. 

Today, virtual collaboration and instant messaging technology is widely used both by government agencies, non-government organisations, private businesses – streaming meetings and conferences online, sharing data, and helping people work from home more efficiently.

Companies are using these software to privately and securely communicate between specific groups or individuals or share information and updates across different departments or organisations. 

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