Today, there are many different solutions for remote content uploading and management, each with its own advantages. When implementing a Digital Signage system for creating and remotely managing content on information and advertising screens, it’s important to consider many factors. Here are the key aspects to help you choose the optimal solution.

Content management systems for digital signage have transformed how businesses and organizations communicate with both internal and external audiences. Thanks to the ability of digital signage to display everything on screens—from advertisements to integrated information and news—information screens have gained popularity in both the commercial sector and among public organizations.

Digital signage software plays a crucial role in simplifying content management, especially when dealing with a large number of screens located in various premises, buildings, cities, or even countries. With the right Digital Signage solution, you can easily create content, schedule its display, group, distribute, and broadcast it to screens without leaving your workplace. To maximize the effectiveness of digital signage, it is essential to choose software that ensures continuous, stable, and secure content playback.

Like most IT solutions, early Digital Signage systems were predominantly on-premise. However, over time, cloud solutions operating on a subscription-based SaaS (Software as a Service) model have gained popularity. Organizations looking to leverage the benefits of digital signage often face a choice: to use on-premise or cloud-based Digital Signage software.

On-premise solutions

In on-premise systems, the hardware and software are physically located at the user’s site, requiring their purchase as property. To use on-premise software that provides creation, editing, and management for Digital Signage, an enterprise must acquire a license or copy of such software.

As with any other hardware or software, the costs of purchase and installation are only part of the overall expenses. Implementing some Digital Signage systems may require resources for maintenance and upkeep. If you’re installing a Digital Signage system for the first time, staff training may be necessary. However, once this process is complete, you gain full control over digital signage players, content playback, and independence from third-party services, as well as a high level of security that is sometimes unavailable with cloud solutions.

Thanks to years of experience, well-known providers of on-premise digital signage solutions have achieved exceptional performance in their systems. This enables the creation of high-quality content, management of large screen networks, a high level of information security, and independence from external factors. Developers of on-premise Digital Signage platforms offer flexible capabilities: data integration from various external sources, advanced automation, a powerful graphic editor, animation, video effects, layering, interactive features, access control, equipment status monitoring, and much more.

It is important to note that some less expensive solutions require the installation of a dedicated server, which may need regular maintenance by a qualified specialist, increasing costs. Therefore, when choosing on-premise solutions, it is essential to consider the reliability of the equipment and its ease of use. The absence of a server component is a significant advantage, as it eliminates additional costs for maintaining and servicing the on-premise digital signage system.

It should also be mentioned that software becomes outdated over time. Developers regularly release new versions, adding features and improving performance. If, after several years, you decide to upgrade or expand your system’s capabilities, you may need to purchase updates. Some manufacturers offer long-term subscriptions for updates, which can be a significantly cheaper option compared to buying a new software version.

Cloud Digital Signage systems (SaaS)

In cloud Digital Signage solutions, content management is performed via the Internet. Uploading, editing, saving media files, and scheduling their display are carried out using a web browser. The user only needs a display with a media player, while all software, including Digital Signage management, is provided and maintained by the service provider. The provider connects the Digital Signage software to the media player and delivers content over the Internet. This allows the user to avoid the costs of expensive equipment and software, significantly reducing implementation expenses since the solution is rented. The user does not have to worry about system performance or software updates.

Lower costs for Digital Signage software and the absence of the need for a dedicated computer to manage the system are two key aspects of cloud solutions. At the same time, to display content—especially that uploaded from a cloud platform—a hardware media player connected to the display or built into it is required. Regardless of the chosen solution, some expenses will be necessary for its purchase.

Another reason for the popularity of the SaaS model is its scalability. As a company grows and the number of screens increases, it is crucial to maintain compatibility between new media players and the existing content management system. Most cloud platform providers ensure their Digital Signage software is compatible with new display models. However, in certain cases, they develop proprietary media players when existing devices cannot provide the required performance for stable software operation.

Trust in the provider is one of the most important criteria when evaluating cloud technologies. You need to be confident in the following aspects:  

– The security of your data.

– Rapid recovery of content without losses in case of emergencies.

– Compliance with local legislation.

– The professionalism of the cloud solution provider’s team.

– Financial stability and resilience to external factors.

A key factor for the successful use of a cloud-based Digital Signage system is having a fast and reliable internet connection with the ability to increase speed and bandwidth. Unfortunately, this aspect is often underestimated, which can lead to challenges in project implementation.

What to choose?

As mentioned earlier, on-premise and cloud solutions have significant differences. The choice of the optimal solution depends on your needs and goals. Cloud-based Digital Signage platforms are better suited for simple and popular content management scenarios. A standard example: uploading pre-prepared images or videos to the platform, creating playlists, scheduling displays, and remotely transmitting them to media players. Additionally, you can add text messages, dates, times, or weather information using the platform’s standard features.

Reliability

When choosing a cloud-based Digital Signage system, it is important to ensure that the selected provider has extensive experience, financial stability, and offers 24/7 support. The software for your displays should also guarantee uninterrupted system operation, ensuring your content is uploaded and displayed on time without failures.  

One of the key features of cloud Digital Signage solutions is the ability to play content offline. In this case, data is stored directly on the media player, eliminating dependency on an internet connection.  

Regardless of the chosen data storage format—on-premise or cloud—the Digital Signage system must guarantee a high level of information security.  

Security

When choosing Digital Signage software, it is essential to ensure that data will be secure and the system interface is intuitive. Using a cloud-based solution means the provider will have access to your content, so it is important to assess whether you are comfortable granting access to third parties.  

Government institutions, banks, and defense organizations typically prefer on-premise solutions. These ensure maximum confidentiality, eliminate internet connections, and avoid third-party software.  

The security of cloud systems raises concerns due to risks of platform breaches and data leaks. Vulnerabilities could result in the display of unwanted content or the loss of critical information. Even with on-premise solutions, it is important to restrict the installation of third-party programs to reduce the risk of malicious code exposure.  

Cost

If your startup has a limited budget and you need basic Digital Signage software, a cloud system can be a cost-effective solution. It allows you to start with minimal expenses while providing remote content management.  

However, keep in mind that ongoing subscription fees for platform use and connecting new media players may eventually exceed the cost of purchasing an on-premise solution.  

Independence

If you aim to maintain full control over the system, ensure high confidentiality, and have flexible content creation options, an on-premise solution will be the optimal choice. This approach integrates the system into your organization’s infrastructure and eliminates dependence on external providers.  

Hybrid solutions

While debates about the advantages and disadvantages of on-premise and cloud systems continue, there is another model that combines elements of both approaches. A hybrid solution merges the benefits of on-premise and cloud-based operations, offering a more flexible approach to managing Digital Signage.  

Some cloud software providers offer the option to host the server component on the client’s side. This allows the system to operate without an internet connection but shifts the responsibility for maintenance and support to the user. Essentially, this transforms the cloud service into a private cloud environment within the enterprise’s network. However, reliance on a single server, which is critical to the entire system’s operation, could become a weak point in terms of reliability.  

At the same time, many on-premise solution manufacturers integrate cloud features, enabling, for example, remote control of media players or real-time monitoring through a web browser. This offers convenience and flexibility, allowing gradual system expansion as the company grows.  

When choosing a hybrid solution, it is crucial to consider the provider’s reputation, the reliability of the equipment, the level of data protection, functional capabilities, and the system’s ease of use. A thorough analysis of all these aspects will help avoid unexpected costs and ensure uninterrupted system operation in the future.  

The quality of choice is the key to success

Hybrid solutions open up new opportunities for the flexible implementation of Digital Signage technologies. They are suitable for companies seeking to maintain control over the system as well as for those looking for efficient content management using modern cloud technologies. Regardless of the scale of your business, selecting the right Digital Signage software will be an investment in your success, ensuring effective communication, process automation, and ease of management.  

Advision — Content Management System for remote management and media planning of video and audio content broadcast. We help offline businesses and advertising companies automate workflows and implement reliable Digital Signage infrastructure using our own software and hardware solutions.

Contact us and we will help you implement the most modern technologies to solve your problems!