The Benefits of a Cloud-Based LIMS Over On-Prem

Look around and more often than not, labs are held hostage to their manual paper-based systems and some even to their legacy, rigid software. 

Whether you are trying to improve the reliability of your results or meet specific compliance regulations, how you manage your lab’s data is critical. 

You’d be wise to invest in a LIMS for your lab, but which scales better, an on-premises (on-prem) or cloud-based LIMS?

Either way, you will leverage a LIMS to manage your lab’s workflows, data, and inventory, but there are key differences between the two that you need to be aware of. In this article, we will compare these options and highlight the benefits of a cloud-based LIMS for modern labs; and as you’ll see in a real example later, one wrong decision nearly brought a lab’s operations to a halt.

What is a LIMS

A Laboratory Information Management System (LIMS) is a software platform designed to manage data and streamline laboratory operations. A LIMS helps labs efficiently manage samples, tests, results, and associated data. 

Think of a LIMS as a command center for your lab. It centralizes your data, integrates with and calibrates your instruments, generates reports, and can even allow you to communicate with internal and external customers. 

In software, there are two broad categories to choose from: on-premises and cloud-based. 

We will explore these and their virtues next.

On-Prem vs Cloud-Based LIMS: Is There Really a Difference?

Traditionally, all software was deployed on-premises. That means the software was installed and run on your servers and infrastructure rather than your vendor’s (in the cloud).

In the early 2000s, many software companies moved to “the cloud,” meaning that vendors hosted the software on their servers for customers to access over the internet. Cloud-based software is popular, and for good reason, as we’ll find later on.

The main differences between on-prem and cloud-based LIMS are:

• Infrastructure: On-prem software requires your lab to manage servers, security, and software updates. Cloud-based LIMS shifts that responsibility to the vendor that you purchase from. 
• Accessibility: Cloud-based LIMS enable secure access from anywhere with an internet connection. On-prem LIMS limit access to the lab's network. While this may give you more control on-site, if you have a distributed workforce, this can introduce complications for remote staff.
• Scalability: Cloud-based LIMS can easily scale up or down based on the lab's needs. Scaling on-prem LIMS requires additional hardware and IT resources. Not to mention adapting to your changing needs and feature requests.
• Cost: Cloud-based LIMS have lower upfront costs and operate on a subscription model. On-prem LIMS have higher initial costs for hardware and installation. The added cost to maintain and update the platform can also increase costs down the line. Case in point: a manufacturer we spoke with shared that their LIMS budget was capped at $30-$35K annually, and they were quickly frustrated with how quickly on-prem systems blew past that with hardware, license fees, and IT costs.

But let’s go beyond bullet points. A lab we spoke with ran into roadblock after roadblock with their on-prem LIMS, outdated hardware, and rigid software platforms. Every time they wanted to make a change, staff had to go through one engineer – who was nearing retirement and not always available to make changes, or willing to.

The result? 

Rigid software and constant outages led to disconnected tracking systems across Excel and physical notebooks, which further hampered efficiency and flexibility. The constant mess of data led to low morale, wasted time, and mounting frustration for those who stuck with the lab. 

Sure, on-prem LIMSs offer more control, but that control comes with a steep cost. Who knew that one seemingly simple decision could make all the difference?

There are many distinct advantages of a cloud-based LIMS that allow your lab to scale faster and get more done. We’ll examine these in detail next.

6 Advantages of a Cloud-Based LIMS Over On-Prem

Cloud-based software reduces the technical burden on labs, scales faster, and improves data security and integrity over an on-prem LIMS.

Here are the top advantages we find labs will get with a cloud-based LIMS:

• Reduced IT burden
• Scalability and automatic updates
• Disaster recovery measures
• Improved data security
• Speedy deployment

Reduced IT Burden

Sure, with on-prem software, you have direct control over the hardware and capabilities – but that control comes at a serious cost. 

An on-prem LIMS sounds great, until you examine the burden it places on your IT team. On-prem software requires the following:

• High upfront setup costs exist for on-prem servers and licenses, storage capacity, and upgraded broadband.
• A dedicated physical space to house new infrastructure and hire IT staff to maintain it.
• Ongoing costs to maintain these systems will increase. You will need to create backups and manage data recovery, patches, and cooling. 
• Matching operating systems throughout the system to ensure compatibility and simplify maintenance.
• Firewalls and VPNs to secure your network and data to support a distributed workforce that needs to access the LIMS remotely.

A cloud-based LIMS eliminates these headaches, though. With a cloud-based LIMS, your lab can support secure, remote access for lab personnel and external collaborators, enabling seamless data sharing and collaboration. With the right LIMS, you can also set user roles to restrict access to data and control what your staff can do.

Scalability and Automatic Updates

If you are like most labs, your workflows and processes will change over time. 

If you rely on an on-prem LIMS, you are responsible for making adjustments or reaching out to your vendor and paying for custom development work. This increases the overall cost of your LIMS and slows your lab down. 

With a cloud-based LIMS, your lab can easily scale up or down to match your needs and use cases. You’ll also benefit from your vendor's continuous development as they fix bugs and release new features. You always have access to the most up-to-date version without needing to manage manual upgrades.

Disaster recovery and business continuity

Managing an on-prem LIMS means you are fully responsible for disaster recovery and data retrieval measures. For labs trying to meet certain compliance standards, this can be an incredible burden on maintaining and testing your infrastructure. 

A cloud-based LIMS provider often offers robust data backup, disaster recovery, and high availability, ensuring the lab's data is protected and accessible. QBench offers nightly backups for 30 days to help ensure your data is secure no matter what.

QBench goes a step further than simple backups, though. We store data in multiple places, giving you a level of redundancy that can ensure your data is safe and secure. Data is automatically replicated across multiple availability zones to mitigate any chance of data loss in the event of a localized disaster. If a zone goes offline, you can rest assured your data is safe and securely backed up elsewhere. 

This makes compliance a breeze as your lab can spend more time on getting things done and less time maintaining your systems and worrying about a worst-case scenario.

Improved data security

Disaster recovery is just one piece of maintaining the integrity of your data. You also need to control when, where, and how people access it as well.

Managing data security with an on-prem LIMS places the burden fully on your IT team to ensure that only authorized users can access important data. Not only does this require custom development work and maintenance, but you’ll also need to manage roles and access as the needs of your lab change. 

Investing in a cloud-based LIMS removes this burden from your lab as it’s managed for you. By opting for a cloud-based LIMS, you can leverage secure cloud servers and benefit from encryption technologies for secure data access.

QBench takes data security and compliance seriously. All data is transmitted over HTTPS, and we’re proud to be SOC 2 compliant. This means your lab will benefit from the best-in-class security standards we follow and can rest assured that your data is safe. QBench LIMS is also ISO 17025 compatible and HIPAA compliant.

Speedy Deployment and Onboarding

Managing an on-prem LIMS means you are responsible for deploying and implementing the LIMS yourself. Depending on the size of your lab and how frequently you hire, this can slow you down as you train your staff.

Purchasing cloud-based software from a vendor gives you access to implementation services and continued training to bring your team expert advice and guidance. Implementation horror stories are common in this space. Check out our LIMS implementation guide on how to do it right — even if you don’t choose QBench.

On-Prem vs Cloud-Based: Why Cloud-Based Wins Every Time

If it’s not already clear, the table below will help show why a cloud-based LIMS is the superior option for fast-growing labs looking to get more done while staying compliant:

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What to Look for in a Cloud-based LIMS

Now that you’ve decided to invest in a cloud-based LIMS, it’s time to find the right LIMS for your lab. While many LIMS platforms will provide similar features, it’s important to evaluate each vendor based on your goals and the needs of your lab. 

When evaluating platforms, we recommend considering the following factors:

• Functionality: Whenever you evaluate software, you need to make sure it has all the bells and whistles needed to reach your goals. Ensure the LIMS has the features and modules to support your lab's specific workflows and requirements.
• Configurability: Many LIMS platforms will boast that they are customizable. That usually means they require complex setups and even custom code to get them working for your lab’s workflows. We recommend you look for a LIMS that is configurable to your lab's unique needs without requiring custom coding. QBench LIMS comes with a no-code interface to automate your workflows and processes with ease.
• Integration capabilities: From other software platforms to various instruments, there are likely many systems your staff interacts with every day. Look for a LIMS that integrates with your lab's instruments, ELNs, and other systems for seamless data exchange. QBench LIMS integrates with 50+ popular software platforms, along with many lab instruments, including Agilent, Beckman Coulter, and PerkinElmer, to name a few – read the rest here.
• Regulatory compliance support: Choose a LIMS that helps your lab maintain compliance with relevant regulations (e.g., 21 CFR Part 11, HIPAA). This makes the compliance process much simpler for your lab and helps you maintain GxP.
• Vendor experience and support: Select a vendor with a proven track record in your industry that offers high-quality customer support and training available in your time zone. 

We’re just scratching the surface here. Check out our guide to choosing the right LIMS for a comprehensive walkthrough. 

Not All LIMS are the Same: Beware the Complexity Tax

It’s not so simple as cloud-based vs on-prem. That’s because there’s a hidden cost to many LIMS – and it’s one that QBench actively eliminates for our customers. That cost is complexity.=

When we mention “legacy LIMS” in contrast to QBench, we’re talking about the established players on the market. These LIMS have been around for a while, and as a result, they tend to lock users into outdated and overbuilt solutions that require:

• Expensive on-prem hosting
• Regular maintenance and updates
• Expensive custom development to make even the simplest changes

Labs have told us that many of the above platforms have confidently told them that they can build the custom workflows and functionality needed to make the LIMS work… but fail to mention the thousands of extra dollars that will be spent on services to make that happen. Not to mention thousands more spent on future changes (and you will need future changes). 

Legacy LIMS vendors often charge $200–$250/hour for change requests. We’ve heard of labs paying $8K just to add a new row of data to an existing table in a COA. With QBench’s no-code tools, that change takes minutes — and costs nothing beyond your subscription.

We’ve all heard the horror stories of LIMS vendors sneaking in licensing fees and change requests. One such lab we spoke with recently has been so frustrated with the lack of control over their LIMS that they’ve resorted to manually entering data to compensate!

A LIMS should save your lab time (and money, thanks to all that saved time for your staff), but many legacy LIMS run the risk of being ROI-negative when all is said and done.

That’s where QBench stands out. 

We understand that lab workflows can be complex, but you don’t need to make it complicated to make a basic change. Whether you want to automate batch test re-runs, send alerts for low stock levels, generate reports with one click, or re-order supplies, you can do it all with QBench in minutes and not hours (or worse, weeks if you’re waiting on development teams).

Looking for a Cloud-Based LIMS? Download the Free LIMS Buyer’s Guide

A LIMS helps streamline laboratory workflows, improves data quality and traceability, and enables better decision-making based on accurate and reliable data. For these reasons, a LIMS is a wise investment for any lab, but only the right LIMS.

A cloud-based LIMS is superior to an on-prem LIMS, thanks to improved security, scalability, and built-in compliance features.

But which cloud-based LIMS should you choose?

You need a LIMS that helps you work smarter and not harder, with unparalleled flexibility to drive whatever the future brings. To help you decide on the best LIMS for your lab, click the button below to download the free LIMS buyer’s guide.