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Diana Avram08/10/20234 min read

What are the benefits of a cloud-based Quality Management System?

Imagine you're managing a global team. Working in different locations, different time zones and using multiple channels to share files and information. This can lead to delays and increases in data loss. Critical updates may be missed, affecting project outcomes. Audits can become a big hassle as you scramble to get all the necessary documents together. And you're wasting a lot of time, energy, and resources.

The smart solution that could help you overcome these challenges is a cloud-based Quality Management System (QMS). A cloud-based QMS brings many benefits like convenience, easy access, better collaboration, and scalability. It also lowers administrative costs, and automatic updates keep your system up-to-date effortlessly. In fact, a cloud-based QMS can cut the time spent on routine quality management tasks by 20% while reducing waste by up to 15%

Let’s dig a little deeper into these benefits and see the true value that can be unlocked.

Cloud-based QMS benefits 

1. Convenience & accessibility

A cloud-based quality management system or QMS can be accessed from anywhere, at any time through internet-connected devices such as laptops, tablets and smartphones. In the modern age of remote working this is very useful.

With an modern QMS, employees can enter data and view information remotely, even when traveling or working from home. This enables them to perform quality management tasks efficiently from any location. Cloud-based access significantly boosts productivity as employees don't need to be in the office to input or retrieve data needed for quality control and compliance management.

2. Collaboration

Storing data in the cloud allows for smooth collaboration across departments and locations. With everyone able to access real-time data, teams can collaborate more effectively on quality management projects. 

Issues can be identified and resolved faster when employees from different sites can log in to the cloud-based system. Everyone gets visibility into the latest information. This can aid with decision making as stakeholders do not need to wait for information to be sent to them. 

3. Scalability

A key advantage of cloud-based quality management systems is quick and easy scalability. As your business grows, additional storage space and users can be added to the cloud-based system immediately with no need to expand on-premise IT. New locations and departments can be easily integrated with access to the same cloud QMS platform. You can align the system to meet changing business requirements without costly upgrades. 

4. Improved compliance

A cloud-based QMS makes compliance and audits easier. Centralized data and documentation stored in the cloud allows you to quickly generate reports as needed during audits

Compliance managers can pull up required information in real-time to demonstrate conformance instead of gathering records manually. It also automates the tracking of quality metrics and KPIs, making it immediately accessible for auditors. You can also control user access permissions to help ensure data integrity for compliance.

5. Disaster recovery

Data stored in the cloud can be automatically backed up at multiple locations to enable disaster recovery. If the primary data center experiences any outages or disasters, the data is still available instantly from backup servers. This built-in data redundancy provides very reliable business continuity. 

On-premise solutions require manual failover and have single points of failure. With a cloud-based QMS, you can be sure that your quality data is safe and accessible 24/7 during any kind of disruption.

6. Automatic updates

The QMS software vendors are responsible for managing updates and maintenance for cloud-based solutions. When they release new features, security patches or upgrade versions, these are automatically rolled out to customers. 

Automatic updates remove the hassle of manually implementing updates yourself and ensure access to the latest innovations. Cloud-based QMS allows you to benefit from the newest features without needing in-house technical resources to deploy upgrades.

7. Reduced costs

Last but not least, there is a big cost benefit to using a cloud-based QMS. Most providers offer a subscription model where you pay-as-you-go based on usage. There are no large upfront fees required, unlike on-premise software licenses. The costs are spread out into smaller predictable monthly or annual expenses. 

Additionally, without the need to maintain on-site servers and data centers, you can significantly cut costs. QMS total cost of ownership is much lower compared to on-premise QMS. This advantage makes it very economical for small businesses to implement robust quality management and see a positive ROI.


Cloud-based quality management systems boost efficiency and compliance for businesses, offering anytime access, improved collaboration, and continuous improvements. Its scalability eases business growth, and automatic updates and backups secure data.

Compared to traditional systems, cloud-based QMS is more cost-effective, making advanced quality management affordable. For businesses looking to tech-enhance their quality management, the cloud is the answer.

Book a demo to find out how AlisQI can help you to unlock these benefits.



Diana Avram

Marketing & Media