On-premise

Master this essential documentation concept

Quick Definition

On-premise refers to software and infrastructure that is installed and operated on computers within an organization's physical location, rather than being hosted in the cloud. For documentation teams, this means hosting documentation platforms, content management systems, and related tools on their own servers and hardware. This approach provides organizations with direct control over their documentation infrastructure, data security, and system customization.

How On-premise Works

graph TD A[Documentation Team] --> B[On-Premise Server] B --> C[Documentation Platform] B --> D[Content Repository] B --> E[User Management] C --> F[Wiki System] C --> G[API Documentation] C --> H[Knowledge Base] D --> I[Version Control] D --> J[Asset Storage] D --> K[Backup Systems] E --> L[Access Controls] E --> M[Authentication] B --> N[Local Network] N --> O[Internal Users] N --> P[Development Teams] B --> Q[Security Layer] Q --> R[Firewall] Q --> S[Encryption]

Understanding On-premise

On-premise deployment represents a traditional approach to software infrastructure where organizations install and maintain documentation systems within their own physical facilities. This model contrasts with cloud-based solutions by keeping all data, applications, and processing power under direct organizational control.

Key Features

  • Complete data ownership and control over documentation repositories
  • Direct management of server hardware, software updates, and security protocols
  • Customizable infrastructure tailored to specific documentation workflows
  • Local network access enabling faster internal content retrieval
  • Integration capabilities with existing on-premise enterprise systems

Benefits for Documentation Teams

  • Enhanced security for sensitive technical documentation and proprietary information
  • Compliance with strict industry regulations requiring data to remain within organizational boundaries
  • Reduced long-term costs for large-scale documentation operations
  • Improved performance for teams accessing documentation over local networks
  • Greater customization flexibility for specialized documentation workflows

Common Misconceptions

  • On-premise solutions are always more secure than cloud alternatives
  • Initial setup costs are the only financial consideration
  • On-premise systems cannot integrate with cloud-based tools
  • Remote collaboration is impossible with on-premise documentation platforms

Real-World Documentation Use Cases

Regulated Industry Documentation Compliance

Problem

Healthcare and financial organizations need to maintain strict control over sensitive documentation while meeting regulatory compliance requirements that prohibit cloud storage of certain data types.

Solution

Deploy an on-premise documentation platform that keeps all content within organizational boundaries while maintaining audit trails and access controls required for compliance.

Implementation

1. Assess regulatory requirements and data classification needs 2. Select compliant on-premise documentation software 3. Configure secure server infrastructure with proper encryption 4. Implement role-based access controls and audit logging 5. Establish backup and disaster recovery procedures 6. Train teams on compliance-focused documentation workflows

Expected Outcome

Full regulatory compliance with complete data sovereignty, reduced legal risk, and maintained productivity for documentation teams working with sensitive information.

Enterprise API Documentation for Internal Development

Problem

Large enterprises with complex internal APIs need comprehensive documentation that integrates with existing development infrastructure while maintaining security for proprietary systems and code.

Solution

Implement an on-premise API documentation platform that connects directly to internal repositories, CI/CD pipelines, and development tools without exposing sensitive information externally.

Implementation

1. Install documentation platform on internal servers 2. Configure integration with existing Git repositories and development tools 3. Set up automated documentation generation from code comments 4. Create internal developer portals with sandbox environments 5. Implement search and discovery features for internal APIs 6. Establish documentation maintenance workflows

Expected Outcome

Streamlined internal API adoption, improved developer productivity, enhanced code reuse, and maintained security for proprietary development processes.

Manufacturing Process Documentation with Legacy System Integration

Problem

Manufacturing companies need to document complex processes and procedures while integrating with legacy systems that cannot connect to cloud services due to security policies or technical limitations.

Solution

Deploy on-premise documentation systems that can interface with existing manufacturing execution systems, quality management databases, and legacy documentation repositories.

Implementation

1. Evaluate existing legacy systems and integration requirements 2. Install on-premise documentation platform with API capabilities 3. Develop custom connectors for legacy system data import 4. Migrate existing process documentation and SOPs 5. Create automated workflows for updating documentation from system data 6. Train manufacturing teams on new documentation processes

Expected Outcome

Unified documentation ecosystem that leverages existing investments, improved process consistency, reduced documentation maintenance overhead, and maintained operational continuity.

Multi-Site Corporate Knowledge Management

Problem

Global corporations with multiple physical locations need centralized knowledge management that provides consistent access across sites while maintaining control over intellectual property and reducing dependency on internet connectivity.

Solution

Establish on-premise knowledge management infrastructure with site-to-site replication, ensuring consistent access to corporate knowledge while maintaining data control and reducing bandwidth dependencies.

Implementation

1. Design multi-site architecture with primary and secondary servers 2. Install on-premise knowledge management platforms at key locations 3. Configure site-to-site replication and synchronization 4. Implement global search and content discovery features 5. Establish governance policies for content creation and maintenance 6. Create disaster recovery procedures across multiple sites

Expected Outcome

Reliable knowledge access across global locations, reduced internet dependency, improved collaboration between sites, and maintained intellectual property security.

Best Practices

✓ Implement Comprehensive Backup and Disaster Recovery

On-premise documentation systems require robust backup strategies to prevent data loss and ensure business continuity. This includes both automated backups and tested recovery procedures.

✓ Do: Create automated daily backups with multiple retention periods, test recovery procedures quarterly, maintain off-site backup copies, and document recovery processes clearly for IT teams.
✗ Don't: Rely solely on local backups, skip regular testing of recovery procedures, or assume RAID configurations provide adequate protection against all failure scenarios.

✓ Plan for Scalability and Performance Monitoring

Documentation platforms must grow with organizational needs while maintaining optimal performance. This requires proactive capacity planning and continuous monitoring.

✓ Do: Monitor server performance metrics regularly, plan hardware upgrades based on usage trends, implement load balancing for high-traffic scenarios, and establish performance benchmarks.
✗ Don't: Wait for performance issues to emerge before planning upgrades, ignore capacity planning during initial deployment, or overlook network bandwidth requirements for document-heavy workflows.

✓ Establish Strong Security and Access Controls

On-premise systems require comprehensive security measures including network security, user authentication, and data encryption to protect documentation assets.

✓ Do: Implement multi-factor authentication, use role-based access controls, encrypt data both at rest and in transit, regularly update security patches, and conduct security audits.
✗ Don't: Rely on network security alone, use default passwords or weak authentication methods, skip regular security updates, or grant excessive permissions to users.

✓ Maintain Proper Documentation of System Configuration

On-premise systems require detailed documentation of configurations, customizations, and procedures to ensure maintainability and knowledge transfer.

✓ Do: Document all system configurations, maintain change logs, create runbooks for common administrative tasks, and ensure multiple team members understand critical procedures.
✗ Don't: Rely on single points of knowledge, skip documentation of custom configurations, or fail to update documentation when making system changes.

✓ Plan for Integration and Interoperability

On-premise documentation platforms should integrate seamlessly with existing enterprise systems and workflows to maximize value and user adoption.

✓ Do: Identify integration requirements early, use standard APIs and protocols, test integrations thoroughly, and plan for future connectivity needs including potential hybrid deployments.
✗ Don't: Deploy systems in isolation, ignore existing workflow requirements, use proprietary integration methods that limit future flexibility, or underestimate integration complexity.

How Docsie Helps with On-premise

Modern documentation platforms like Docsie provide flexible deployment options that support on-premise requirements while delivering cloud-native capabilities and user experiences.

  • Hybrid deployment flexibility: Combine on-premise security with cloud convenience through hybrid architectures that keep sensitive data local while leveraging cloud features for collaboration
  • Enterprise-grade security: Advanced security features including SSO integration, granular access controls, and audit logging that meet on-premise security requirements
  • Seamless migration paths: Tools and services that facilitate migration from legacy on-premise systems to modern documentation platforms without data loss or workflow disruption
  • Integration capabilities: Robust APIs and connectors that integrate with existing on-premise enterprise systems, development tools, and business applications
  • Scalable architecture: Cloud-native design principles that can be deployed on-premise while maintaining scalability and performance characteristics
  • Reduced maintenance overhead: Simplified administration and automated updates that reduce the traditional maintenance burden of on-premise deployments
See How Docsie Can Help

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