A Comparison of AirMason's Employee Handbook Software to On-Premise Solutions

Introduction

In recent years, the shift from on-premise to cloud-based HR technology has been accelerating at an unprecedented pace. According to ISG Research, a significant 73% of organizations plan to move their HR operations to the cloud. This transition is not just a trend but a response to the increasing demands for agility, scalability, and efficiency in managing HR functions. At the intersection of compliance, culture, and communication lies the employee handbook, a critical document touching every employee within an organization.

For HR leaders weighing the pros and cons of cloud versus on-premise solutions for their handbook platforms, the decision carries substantial implications. These implications span cost considerations, compliance requirements, and the overall employee experience. With the growing complexity of employment laws and the need for a dynamic and accessible handbook, understanding these differences is crucial. This blog post aims to break down the real differences, offering a comprehensive comparison between AirMason's cloud-based platform and traditional on-premise solutions.

By examining both approaches, we will explore how AirMason's innovative cloud solution not only meets compliance and communication needs but also enhances the overall employee experience. As we delve deeper, you will discover why AirMason's platform stands out in the crowded market of employee handbook management.

What On-Premise Handbook Solutions Actually Look Like

On-premise solutions have been the traditional choice for many large enterprises. However, they come with their own set of challenges and complexities. SAP SuccessFactors, formerly known as SAP HCM on-premise, is a prime example of an enterprise-grade solution. While it offers robust HR management capabilities, the implementation costs can soar beyond $500,000. This substantial investment requires a dedicated IT team and a deployment timeline of six to twelve months. Furthermore, organizations face annual maintenance costs typically ranging from 15% to 22% of the license fee. Originally designed for comprehensive HR management, these systems are not specifically tailored for handbook delivery, leading to inefficiencies and gaps.

Another notable on-premise solution is Oracle PeopleSoft HCM. Known for its complexity, it often involves a notorious "PeopleSoft tax" due to ongoing customization and upgrade costs. Organizations find themselves locked into expensive maintenance contracts just to keep the system operational. The financial burden and resource allocation required to maintain such systems can be overwhelming for many companies, especially when handbook-specific functionalities are limited.

Some organizations opt for SharePoint-based handbook solutions, thinking they have found a cost-effective alternative. However, this often leads to the "DIY trap." Initially, an internal IT team builds a handbook site on SharePoint, which seems promising at first. Over time, it becomes nobody's responsibility to maintain, and the lack of compliance automation, version control for policy changes, and analytics on handbook engagement becomes apparent. What looked good on paper turns into a maintenance headache within a year.

Additionally, Confluence or wiki-based handbooks are popular among tech companies for their collaborative features. However, they fall short in policy management. These platforms lack audit trails for policy acknowledgments, electronic signature collection, and compliance tracking. Essentially, they attempt to manage regulated documents with tools designed for other purposes.

• SAP SuccessFactors: Enterprise-grade, costly, and not handbook-specific
• Oracle PeopleSoft HCM: Complex with ongoing customization and upgrade costs
• SharePoint-based solutions: Initially promising but lack long-term maintenance and compliance features
• Confluence/Wiki-based handbooks: Great for collaboration, poor for policy management
• Physical printed handbooks: Costly, environmentally unfriendly, and quickly outdated

What all these on-premise solutions have in common are high costs, prolonged deployment timelines, and a maintenance burden that drains resources. Furthermore, they exhibit critical gaps in compliance automation, leaving organizations vulnerable to legal and operational risks. These challenges highlight the need for more agile and responsive solutions in today's fast-paced business environment.

AirMason's Cloud-Based Approach

AirMason, founded in 2017, has quickly established itself as a leader in cloud-based employee handbook solutions. With a remarkable 98% client retention rate and serving prestigious clients such as SoftBank, Lacoste, US Polo, and Rackspace, AirMason offers a compelling alternative to traditional on-premise systems. The platform is designed to provide organizations with a modern, efficient, and comprehensive solution for managing employee handbooks.

One of AirMason's standout features is its template-driven handbook builder. This tool comes with professionally designed templates that make it easy for companies to create visually appealing and informative handbooks. For organizations that lack the time or resources to build their own handbooks, AirMason offers a Creative Services team dedicated to constructing handbooks on behalf of clients. This service ensures that companies can focus on their core operations while still delivering high-quality handbooks.

A significant differentiator for AirMason is its AI-powered compliance engine, supported by an in-house HR Legal team. This engine monitors every employment law update across all 50 US states and federal laws. SHRM-certified HR professionals and employment attorneys review these updates before they are integrated into the platform, ensuring that clients remain compliant. The proactive alerts provided by AirMason notify organizations of any legal changes that may impact their policies, allowing for timely adjustments.

Another innovative feature is the AirAssist AI chatbot, which utilizes Retrieval-Augmented Generation (RAG) technology. This AI is trained specifically on a company's documents and policies, enabling it to answer employee questions in the company's tone of voice. It offers a full audit trail of every interaction and can escalate complex queries to HR professionals. With granular admin control over accessible information sources, AirAssist ensures accurate and relevant responses to employee inquiries.

• Template-driven handbook builder with professional design options
• AI-powered compliance engine with in-house HR Legal expertise
• AirAssist AI chatbot for company-specific employee inquiries
• Integration capabilities with HRIS systems and SSO support
• Mobile-optimized documents with electronic signature collection

AirMason also offers seamless integrations with popular HRIS systems like BambooHR, Gusto, and Rippling. This integration capability ensures that employee data is synchronized across platforms, streamlining HR processes. Additionally, the platform supports Single Sign-On (SSO) and provides API access for further customization. With mobile-optimized documents and electronic signature collection, employees can easily access and acknowledge policies from any device, enhancing accessibility and engagement.

The Security Question: Is Cloud Secure Enough?

Security concerns are often at the forefront of decision-making when transitioning to cloud-based solutions. AirMason addresses these concerns with a robust data processing infrastructure that ensures data security and compliance. For US customers, data is stored in Google Cloud data centers located in the United States, ensuring that data never leaves the country. Similarly, EU customers benefit from Brussels-based data centers, and Canadian customers have their data in Canadian-based centers with single-tenant VPC configurations, keeping data within national borders.

AirMason is SOC 2 compliant, with a report available upon request, and adheres to GDPR regulations. Data is encrypted both at rest and in transit, with segregated storage to prevent cross-tenant access. Firewall protections and system monitoring are in place, alongside a comprehensive five-phase incident response protocol. The platform also offers a Data Processing Agreement (DPA) and retains data for 90 days after contract termination, providing peace of mind for organizations.

Gartner has noted that cloud providers often achieve stronger security postures than individual organizations running on-premise systems. This is primarily because cloud providers dedicate entire teams to maintaining and enhancing security measures. As such, organizations can trust that their data is protected by experts who are continuously monitoring and improving security protocols.

AirMason's On-Prem Licensing for Defense and Healthcare

While cloud solutions offer numerous benefits, AirMason recognizes that certain industries, such as Defense and Healthcare, have non-negotiable data sovereignty requirements. These industries must comply with regulations like ITAR, HIPAA, and FedRAMP, which necessitate stringent data handling practices. For organizations in these sectors, AirMason offers an on-premise deployment option, allowing them to run the full AirMason platform on their infrastructure.

This hybrid approach enables these security-conscious organizations to enjoy modern handbook features without sacrificing compliance or data sovereignty. By providing the compliance engine, AirAssist AI, and all integrations on-premise, AirMason ensures that even the most regulated industries can maintain an up-to-date and effective employee handbook system.

Comparison Table

Conclusion

Deciding between on-premise and cloud solutions for employee handbook management depends largely on an organization's specific needs and regulatory environment. For industries like Defense and Healthcare, where data sovereignty and compliance with stringent regulations are paramount, on-premise solutions may be necessary. AirMason's ability to offer both cloud and on-premise options makes it uniquely equipped to serve these sectors.

However, for the majority of organizations, cloud solutions like AirMason present a more effective and efficient choice. With lower upfront costs, faster implementation, and automated compliance updates, cloud platforms enhance employee accessibility and experience. By bridging both worlds, AirMason ensures that organizations can meet their handbook management needs without compromise. For more information on AirMason's offerings, visit AirMason's website.