Contract management in the public cloud: secure, uncomplicated, economical


Website:
www.otris.de
Industry:
Software as a Service
About

otris software AG offers companies sophisticated solutions for data and document management. The applications for contract, participation, compliance and data protection management have been used by customers so far either as classic on-premises software from their own data center or alternatively as a dedicated private cloud from the otris data center.

The new offering enabled us to expand our existing software business very successfully. A growing number of clients already use our solution for contract management from the public cloud.

Dr. Frank Hofmann, otris Management Board

otris software AG offers companies sophisticated solutions for data and document management. The applications for contract, participation, compliance and data protection management have been used by customers so far either as classic on-premises software from their own data center or alternatively as a dedicated private cloud from the otris data center.

Since the beginning of 2019, the company has also been offering its contract management software otris contract based on the gridscale infrastructure platform as Software-as-a-Service (SaaS) in a particularly secure public cloud environment. otris customers thus receive all the important functions of the product via a clear, standardized user interface and at the same time participate in all the cost and benefit advantages of efficient public cloud operation.

STARTING POSITION & OBJECTIVES

otris software AG offers customers from various industries specialized software that enables them to digitally control and document important administrative processes. The service portfolio is aimed at medium-sized companies and large corporations throughout Europe. Typical users are specialists and managers from all administrative departments – often with compliance-relevant tasks.

The four software packages otris contract, otris corporate, otris compliance and otris privacy have existed until now exclusively as on-premises applications or customized private clouds. The main reason for this was primarily the intended use: companies must adhere to strict compliance requirements for legally relevant documents and confidential data, which were previously easier to implement with locally or independently operated applications. In view of the many advantages of cloud solutions, however, alternatives from the public cloud are increasingly in demand for the management of sensitive and business-critical information.

With otris contract CLOUD from the gridscale public cloud, otris customers now have a powerful and at the same time cost-efficient SaaS variant at their disposal since the beginning of 2019, with which they can control all processes of their contract management simply, effectively and securely.

The goal: A secure public cloud without IT compliance problems

With a view to compliance with all data protection and security aspects, the list of requirements was particularly demanding when selecting a suitable public cloud partner. At the heart of this was the provision of services and data storage in the German legal area in compliance with the DSGVO. Due to the high security requirements of the customers, this criterion was without alternative for the management of otris. The operation with one of the large, global hyperscalers was therefore out of the question. In addition, the cloud infrastructure had to be designed to be highly available and at the same time easy to use, dynamic and flexible, so that the application can be expanded in an agile manner and the company’s own IT team can easily monitor and adapt the application at any time.

REALIZATION

The cloud platform of gridscale was able to successfully prevail in the selection process of otris software AG. The tidy user interface, intuitive usability and – thanks to an open API – easy integration were particularly convincing.

The migration from otris contract to gridscale technology was carried out successively: In close alignment with the existing on-premises software, a functionally identical private cloud version was initially implemented, which was supplemented by an SaaS alternative based on the gridscale public cloud at the beginning of 2019. The public cloud offering provides customers with the otris contract CLOUD software in a predefined standard version and includes all essential software functions that are core elements of professional contract management; operation and data storage are carried out in Interxion’s certified German high-security data center.

Cost efficiency and easy scalability of a cloud

“Thanks to open interfaces and good documentation, the transfer was much easier than expected,” says Andreas Albuschat, responsible product manager at otris software AG, who is pleased with the smooth migration process. “The platform gave the developers a great deal of freedom in designing their application, so that all important functions are now presented in a particularly clear way”.

In addition, SaaS users benefit from high cost efficiency and economy. Public cloud customers of otris contract do not have to worry about building and maintaining the infrastructure or installing and managing the application. This significantly reduces IT operating costs. In addition, the cloud solution offers many advantages in terms of IT security, as the experienced IT teams of gridscale continuously take care of the necessary installation of current security patches.

A central aspect, however, is also the easy scalability of the IT infrastructure in the cloud. otris can start additional servers within a few minutes if necessary, so that increased demand and access loads can be served without performance drops and technical downtime. “So far, our system has been running very efficiently and completely trouble-free,” says Andreas Albuschat.

Experiments with different server setups

The fast provision of virtual servers at gridscale also gave otris the opportunity to test and compare different scenarios already during the development process. In this way, the IT team was able to evaluate at an early stage, according to the principle of “learning by doing”, which technical architecture is best suited for the desired public cloud application. The focus was on determining the optimal configuration. The virtual infrastructure of gridscale allows the arbitrary pre-simulation of setups with one or more servers, where access load and tasks are distributed differently.

CONCLUSIONS

“The new offering has enabled us to expand our existing software business very successfully. A growing number of clients are already using our solution for contract management from the public cloud,” says Dr. Frank Hofmann, otris CEO.

The costs incurred for platform operation remain transparent at all times and are calculated exclusively on the basis of the actual use of the infrastructure. The billing of otris customers is also completely uncomplicated. They only pay a monthly fee for the use of the software. Thanks to the simple configuration and scalability of the gridscale infrastructure, otris software AG is also well equipped for the future: New clients can be added at will and increasing access numbers can be flexibly cushioned. Initial plans for further expansion of the platform have therefore already been outlined.

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