Cloud computing is one of the key technologies of Industry 4.0, a.k.a. the Fourth Industrial Revolution, currently transforming modern industries. By moving data storage and computing power to the cloud, businesses are no longer limited by on-site servers and infrastructure. Thus, they can access powerful tools and services and achieve higher levels of functionality, efficiency, and profitability.
When enabled with cloud computing, the Computerized Maintenance Management System (CMMS) is a game-changer for companies. This is especially true for those seeking enhanced security, immediate accessibility, and easy scalability. In this post, we explore how cloud-based CMMS solutions provide these three core benefits, thus making it the future of maintenance.
What is Cloud-Based CMMS?
First, you must understand what cloud-based CMMS is and how it works to fully understand its benefits. Cloud-based CMMS is maintenance management software or an application hosted on remote servers accessible over the Internet. In contrast, to host on-premise CMMS, you must have local servers at your physical location.
Most cloud-based CMMS have the following functions or features:
- Data hosting in the cloud – All data, including maintenance records, equipment history, and work orders, is stored in centralized storage by the CMMS service provider. The CMMS provider is responsible for maintaining the infrastructure, handling updates, and ensuring data security. Users connect to the CMMS through a web browser or mobile app, accessing the data securely via the internet.
- Remote and real-time access – Users, including maintenance technicians, managers, and executives, can log in to the system from any internet-connected device to view schedules, manage work orders, or update maintenance records. This remote access allows for real-time tracking of maintenance activities, which can be particularly useful for teams operating across different locations.
- Automated workflows and scheduling – Some cloud-based solutions like Redlist allow users to automate workflows and scheduling, meaning the system can automatically generate work orders based on equipment usage, time intervals, or predictive maintenance triggers. This feature helps ensure that maintenance tasks are performed regularly, minimizing backlogs and missed tasks that can lead to failures and low reliability.
- Data collection and analysis – Cloud-based CMMS can collect data from various sources such as manual entries, IoT-enabled devices, or integrated systems like ERP (Enterprise Resource Planning). Some cloud-based CMMS can also analyze these data to inform maintenance strategies and empower decision-making.
- Role-based access levels – Cloud-based CMMS can also come with features that allow for setting up access based on the user role. Hence, users can have different levels of access to the system based on their roles. For example, technicians can update and modify work orders but not access financial data.
Core Benefit #1: Security of Data & Operations
When using cloud-based CMMS, you entrust your maintenance data to your CMMS solutions provider. They, in turn, should understand that security is always a top priority and, thus, must provide the following security benefits along with their CMMS solutions:
Data Encryption
Leading cloud-based CMMS providers like Redlist employ advanced encryption technologies to protect CMMS data, both at rest (data on storage) and in transit (data being transmitted/shared). Effective encryption ensures the maintenance information and other sensitive data are safeguarded against unauthorized access and the potential harm that may result.
Security Updates
Cloud-based CMMS allows service providers to immediately deploy regular security updates or patches and even bug fixes automatically. In contrast, providers must install these manually on-site for on-premise CMMS, potentially leaving your data vulnerable. Through regular and proactive security updates, cloud-based CMMS ensures that the system and its critical data are protected from newly emerging cyber threats without interrupting daily operations.
Access Control
With role-based access control features, cloud-based CMMS lets you control who views or modifies specific data. You and your maintenance team can manage maintenance operations with confidence that only the authorized personnel can access sensitive information.
Disaster Recovery
Cloud-based CMMS can also secure maintenance data from unforeseen disasters, both digital and physical. Most cloud-based CMMS solutions providers offer disaster recovery options that securely back up data, ensuring your critical maintenance records are always recoverable, even in worst-case scenarios.
Core Benefit #2: Accessibility & Enhanced Flexibility
Another standout benefit of cloud-based CMMS is its accessibility. Without the need for local servers and on-site access, CMMS can be used by team members from any location with internet access. (Or, with Redlist’s offline capability, any location with or without internet access!) This accessibility provides the following benefits:
Remote and Real-Time Access
Cloud-based CMMS allows its users to use the platform from any location, whether on-site or in the field. Thus, you and your team can update or access information in real time, streamlining maintenance processes and eliminating data delays caused by physically traveling between locations.
Mobile Access
Cloud-based CMMS are also often enabled with mobile access, a valuable feature that further optimizes maintenance processes. With the use of mobile and compact devices such as smartphones and tablets, CMMS users can check equipment status, input maintenance records, schedule repairs, and perform other tasks on their devices on demand. This mobility and convenience ultimately reduce downtime, improve productivity, and enhance communication within the team.
Instant Collaboration
Unlike on-premise CMMS, cloud-based CMMS eliminates the need for maintenance team members to be physically near the CMMS terminal. Thus, you and your team members can have clearer lines of communication and improved sharing of information even with physical limitations. This fosters a collaborative environment where teams with different locations and shifts can work seamlessly together without duplicating tasks or missing key information.
Core Benefit #3: Scalability, Future-Proofing, & Profitability
Businesses evolve over time, and with that come changes in maintenance needs. With on-premise CMMS, scaling up generally requires costly upgrades and time-consuming installations. On the other hand, cloud-based CMMS can easily expand or downsize without major disruptions in operations. Below are the essential scalability benefits of cloud-based CMMS for future-proofing a business:
Scale Fast & Cheap
Scaling up or down with a cloud-based CMMS is as simple as adjusting your subscription plan. You can easily add users, include additional functionalities, or upgrade to higher storage capacity as your operations grow. In contrast, scaling up with on-premise CMMS may require you to purchase expensive hardware and build a larger facility to house more servers.
Technological Integrations
With the rapid advancement of maintenance technologies, a cloud-based CMMS is ideal for accommodating future technologies as they become available. Cloud-based CMMS can easily integrate with current IoT sensors, modern analytics, and predictive maintenance tools, thus evolving together and improving over time. This ensures that whatever direction future technologies may take in the future, your CMMS will not be left behind nor become obsolete.
High Efficiency at Reduced Cost
When using cloud-based CMMS, you pay only for what you need. You don’t have to spend money on overhead for maintaining on-site servers and systems, IT staffing, and regular hardware upgrades. Thus, you get full CMMS capability at a reduced cost of operations. Your organization can take these cost savings and allocate them to other critical areas, such as preventive maintenance or staff training.
Ready to See What Cloud-Based CMMS Can Do for You?
Cloud-based CMMS is the future of maintenance management. By providing robust security, real-time accessibility, and seamless scalability, cloud-based CMMS supports the evolving needs of maintenance teams and prepares businesses for future challenges.
If you need the ultimate cloud-based CMMS to optimize and future-proof your business, look no further than Redlist. Our sophisticated software is enabled with tools for real-time monitoring, preventive maintenance, and mobile access. Thus, Redlist empowers maintenance teams to stay efficient, proactive, and responsive to industry demands. Redlist offers a variety of comprehensive and user-friendly solutions tailored to meet your modern maintenance needs. Explore these solutions with our experts today!
