Choosing the right management software is a foundational decision for your funeral home, affecting everything from daily operations to long-term security. The primary choice is between on-premise software, which runs on a server in your building, and cloud funeral home software, which is accessed over the internet. Understanding the practical differences in accessibility, cost, maintenance, and security will help you decide which model best supports your firm and the families you serve.
What Is On-Premise Software?
On-premise software is the traditional model for funeral home management systems. In this setup, your firm purchases a software license and installs it on a dedicated computer, known as a server, located within your funeral home. This server is typically kept in a back office, a closet, or a dedicated IT room.
All of your case data, documents, and financial records are stored on this physical server. Your staff access the software from their desktop computers, which are connected to the server through your funeral home's local network. For many years, this was the only way to run a comprehensive management system, and it gave funeral directors a tangible sense of control over their data because it was physically located on their property.
However, this control comes with significant responsibilities. Your funeral home is solely responsible for everything related to that server: its physical security, the stability of its power supply, the reliability of its network connection, all software updates, and the entire data backup process. If the server fails, gets damaged, or is compromised, it is up to your firm to manage the crisis and restore operations.
The Realities of Data Security and Backups
For any funeral home, protecting sensitive family information is a profound responsibility. The way you approach data security and backups differs dramatically between on-premise and cloud systems.
On-Premise Security: Your Responsibility
With an on-premise server, you are the chief security officer. This responsibility extends to two distinct areas: physical security and cybersecurity.
- Physical Security: The server is a physical object in your building. It is vulnerable to fire, flood, theft, and accidental damage. Is the server room locked? Is it protected from water leaks or overheating? A simple power surge or a failed air conditioner can lead to catastrophic data loss if the hardware is destroyed.
- Cybersecurity: Your local network is the gateway to your data. You are responsible for maintaining a firewall, managing antivirus software, and ensuring that all operating system and software patches are applied promptly. A failure to do so can leave your firm vulnerable to ransomware or data breaches.
Backups are another critical task that falls entirely on your shoulders. A reliable backup strategy involves more than just copying files. You must create a consistent schedule, test the backups to ensure they can be restored, and store them securely. Many firms use external hard drives or tapes, but these must be taken off-site regularly to protect against a disaster that affects the entire building. This process is manual and depends on a designated staff member remembering to perform it without fail. If that person is on vacation or leaves the firm, the process can break down, leaving your data unprotected.
Cloud Security: A Shared Responsibility Model
With cloud funeral home software, the security model changes. The software vendor takes on the responsibility for the physical servers, network infrastructure, and core application security. These vendors operate professional data centers with features that are impractical for a single funeral home to replicate, such as redundant power supplies, advanced fire suppression systems, and 24/7 physical security.
Your data is typically encrypted both when it is stored on the servers (at rest) and when it is transmitted between the server and your browser (in transit). This makes it unreadable to unauthorized parties. The vendor also manages all server-side software updates and security patches, protecting the system from known vulnerabilities.
However, security is a shared responsibility. While the vendor secures the infrastructure, your funeral home is still responsible for securing user access. This includes using strong, unique passwords, training staff to recognize phishing attempts, and using role-based access controls to ensure employees can only see the information they need to do their jobs. For example, an apprentice should not have access to financial reports. Kindred provides role-based access controls to help firms manage these permissions effectively.
Accessibility and Remote Work: Serving Families from Anywhere
The ability to access case information from outside the funeral home has become increasingly important. Whether you are at a residence on a first call, meeting a family at their home, or simply need to check a service detail on a Sunday morning, remote access is a key operational advantage.
The On-Premise Accessibility Challenge
On-premise software is, by its nature, tied to your funeral home's physical location. Access is generally restricted to computers connected to your internal network. While it is technically possible to set up remote access to an on-premise server using a Virtual Private Network (VPN), this introduces complexity and security risks.
Setting up and maintaining a VPN requires technical expertise. It can be slow, unreliable, and a common target for cyberattacks if not configured correctly. Often, the connection is unstable, leading to frustration and lost productivity for staff trying to work remotely. For many firms, the practical reality is that information is locked in the office. This can lead to directors driving back to the funeral home late at night just to confirm a single piece of information, or staff being unable to answer a family's question without being in front of their specific desk computer.
The Freedom of Cloud Funeral Home Software
Cloud funeral home software is designed from the ground up for secure access from anywhere with an internet connection. Because the software runs in a web browser, there is nothing to install on your local computers. Your staff can log in from a desktop in the arrangement room, a laptop at home, or a tablet during a first call.
This flexibility has a direct impact on your ability to serve families. An arranger can start a new case file while on a removal, capturing initial details immediately and reducing the risk of transcription errors later. A director can review and e-sign a document from their child's soccer game, preventing a delay for a family. This level of access also supports better work-life balance for your staff, reducing the need for unnecessary trips to the office.
Modern cloud systems like Kindred provide a central hub for all case information, accessible to your entire team based on their roles. This ensures that everyone is working from the same, up-to-date information, which is crucial for managing multiple funeral services at once. It eliminates the confusion that arises from scattered notes, outdated spreadsheets, and information silos.
The Total Cost of Ownership: Beyond the Sticker Price
When comparing software, it's easy to focus on the initial purchase price or the monthly subscription fee. However, the true cost of any system—its Total Cost of Ownership (TCO)—includes all direct and indirect expenses over its lifespan.
On-Premise Costs: A Large Upfront Investment
The on-premise model typically involves a large, one-time capital expenditure for the software license. But that is only the beginning. You must also purchase and maintain the server hardware itself, which has a finite lifespan and will need to be replaced every few years. Other costs include:
- IT Support: Unless you have a dedicated IT professional on staff, you will need to hire an external consultant for server setup, maintenance, troubleshooting, and emergency repairs. These costs can be unpredictable and significant.
- Hardware Replacement: Servers, routers, and other networking equipment need to be replaced periodically. A server failure can force an unexpected and expensive upgrade.
- Energy Costs: A server runs 24/7 and consumes a considerable amount of electricity, adding to your utility bills.
- Upgrade Fees: When the software vendor releases a new version, you may be required to pay a substantial upgrade fee to access new features or maintain support.
These hidden and ongoing costs can make the on-premise model far more expensive over the long term than the initial license fee suggests.
Cloud Costs: A Predictable Operating Expense
Cloud software is typically sold as a subscription, often on a monthly or annual basis. This fee includes access to the software, all maintenance, ongoing updates, and technical support. This model shifts the cost from a large, upfront capital expense to a predictable operating expense.
With a cloud solution, you do not need to buy or maintain a server. You do not need to hire an IT consultant for server management. The costs associated with hardware failure, security patching, and data backups are all bundled into the subscription and managed by the vendor. This predictable cost structure makes budgeting much simpler and eliminates the risk of a sudden, large expense due to a technical failure.
Furthermore, because the software is constantly updated by the vendor, you always have access to the latest features and security improvements without needing to plan for a major, disruptive upgrade project. This continuous improvement helps your firm stay current with technology and family expectations without additional investment.
Updates and Maintenance: Who Turns the Wrench?
Software is not static. It requires regular updates to fix bugs, patch security vulnerabilities, and add new capabilities. The way these updates are handled is a fundamental difference between on-premise and cloud systems.
On-Premise Updates: A Manual Project
With on-premise software, your firm is responsible for installing all updates. This includes updates for the server's operating system, the database software, and the funeral home management application itself. This process is often manual and time-consuming. It may require taking the system offline, which can disrupt your operations. Sometimes, an update can cause conflicts with other software on the server, requiring hours of troubleshooting.
Because updates can be disruptive, many firms fall behind, continuing to use outdated software long after new versions are available. This not only means they miss out on new features that could improve their workflow, but it also exposes them to security risks that have been fixed in newer versions. This is a common point of failure that can lead to significant operational problems.
Cloud Updates: Automatic and Seamless
In a cloud model, the vendor is responsible for all software updates and maintenance. These updates are typically rolled out automatically and frequently, often without any downtime or action required on your part. When you log in one morning, a new feature or an improved workflow may simply be there, ready to use.
This approach ensures that you are always running the most current, secure, and capable version of the software. You get the benefit of continuous improvement without the cost and disruption of a traditional upgrade project. It allows your team to focus on serving families, not on managing IT infrastructure. This continuous evolution helps your firm adapt to changing needs and is a core part of the value provided by modern funeral home software.
The Path Forward for Your Firm
The trend across almost every industry is a clear movement away from on-premise systems and toward cloud-based solutions. The reasons are compelling: lower total cost of ownership, enhanced security, superior accessibility, and the elimination of the IT maintenance burden. For a funeral home, these benefits translate directly into more time and resources to dedicate to the core mission of serving families.
While the idea of having a server in the back office once felt like the most secure option, the reality of modern data security and operational efficiency tells a different story. Entrusting your data to a professional cloud provider with dedicated security and infrastructure expertise is, for most firms, a more robust and reliable approach than managing it all yourself.
Making the switch from an on-premise system can feel like a significant change, but it is a step toward a more resilient, flexible, and efficient future for your funeral home. It frees your staff from the limitations of a physical office and empowers them with the information they need, whenever and wherever they need it.
Choosing Your Next System
Ultimately, the decision between on-premise and cloud funeral home software is a decision about where you want to focus your resources. The on-premise model requires you to invest time, money, and attention in managing technology infrastructure. The cloud model allows you to offload that burden and focus on what you do best: providing compassionate and professional care to families in their time of need.
By understanding the practical implications of each model for security, access, cost, and maintenance, you can make an informed choice that will support your funeral home's success for years to come. A modern platform should not just store your data; it should actively help you run a better, more organized, and more profitable business.
Kindred is a cloud-based platform built by funeral directors for funeral directors, designed to streamline every aspect of your operations. If you are considering a move from an older on-premise system, we invite you to book a demo and see how a modern, secure cloud system can work for your firm.
