Pathology laboratories have always relied heavily on technology. From slide scanners to laboratory information systems, every tool plays a part in how quickly and accurately a diagnosis reaches a patient. For many years, most of this technology lived inside the laboratory itself. Servers were kept in back rooms, updates had to be installed manually and the entire system depended on equipment that required constant attention.
The shift toward cloud-based systems has changed that landscape in a significant way. More laboratories are moving their workflows, data management and software operations into the cloud, which has allowed them to work with more flexibility and fewer limitations. A cloud-based laboratory does not simply operate online. It runs on infrastructure that can scale, update and adapt without forcing the laboratory to handle every technical detail on its own. This change has reshaped how teams work, how data is stored and how information is shared across clinical networks.
Understanding the Foundation of Cloud-Based Laboratory Systems
Being cloud-based means that the laboratory’s core software runs on remote servers rather than equipment housed inside the facility. Instead of maintaining physical hardware on site, the laboratory logs into a secure platform that stores data, manages workflows and processes information through the cloud provider’s infrastructure. Everything from case management to reporting can be accessed through an internet connection.
This approach changes the laboratory’s relationship with its technology. The lab no longer needs to invest in large server stacks, climate controlled rooms or dedicated equipment maintenance. The cloud provider handles the hardware, performance monitoring, data security, failover systems and software updates. The laboratory focuses on diagnostic work rather than spending time and resources keeping its systems running.
Cloud-based laboratory environments also give teams the freedom to log in from different locations. A pathologist reviewing digital slides, a technician entering data and an administrator checking reports can all work through the same system without being physically near the laboratory’s local network. This flexibility supports remote consultations, multi-location practices and growing networks that need a consistent way to share information.
How On-Prem Software Differs From Cloud Software
On-prem software refers to systems installed on hardware that the laboratory owns and maintains. These systems run locally on servers inside the facility. Every update, integration, expansion or repair must be handled by the laboratory’s IT staff or an outside contractor. The laboratory carries the responsibility for downtime, storage needs and data protection.
Cloud software operates differently. It does not sit on the laboratory’s servers. Instead, it runs through a cloud provider’s infrastructure, which is built to support large amounts of data and heavy usage without requiring the laboratory to manage the environment directly. Updates happen automatically, performance is monitored continuously and advanced security measures are built into the platform.
The differences between the two models affect nearly every aspect of laboratory operations.
Infrastructure and Maintenance Requirements
On-prem laboratories need to plan for server replacements, hardware upgrades and system maintenance. When a server fails or a storage device reaches capacity, the laboratory must respond quickly to prevent data loss or extended downtime. This creates predictable costs as well as unexpected ones.
Cloud-based laboratories shift this responsibility to the provider. There is no need for server rooms or in-house hardware management. The cloud platform is designed to scale without requiring physical upgrades. When the laboratory grows, its storage and processing capacity expands automatically. Maintenance becomes the responsibility of the cloud provider rather than the laboratory’s team.
The Impact on Workflow and Accessibility
On-prem systems are tied to the facility’s internal network. To access the software, a user must either be on site or connect through a secure remote access setup. This works for some laboratories but becomes challenging for groups that operate across multiple locations or that rely on digital slide sharing.
Cloud-based systems remove these limitations. Pathologists can log in to review cases from a satellite facility or from home. Laboratories within the same network can share workflows without transferring files manually. Digital pathology platforms integrate seamlessly because the cloud environment is designed to handle large images and frequent access requests. Work no longer depends on physical proximity to the server.
This level of accessibility is especially important as healthcare systems expand their geographic reach. A cloud-based laboratory information system makes it easier to collaborate, train new staff and maintain consistent processes across the entire organization.
Data Security and Compliance Responsibilities
Data security remains one of the most important concerns for any laboratory. On-prem systems place the full responsibility on the laboratory. Server rooms must be secured. Backups must be performed regularly. Cybersecurity protections must be updated to address new threats. Disaster recovery plans must be created and tested. All of this requires time, staff and financial investment.
Cloud-based systems distribute this responsibility differently. The cloud provider maintains strict security protocols, manages encryption, monitors system activity and handles infrastructure level backups. Laboratories still need to follow proper access control policies and internal procedures, but the provider supplies the underlying protection. This includes real time monitoring, multi-location data redundancy and standardized compliance frameworks.
For laboratories that handle sensitive patient data, this reduces the risk of breaches caused by outdated hardware, misconfigured firewalls or incomplete backups.
Scalability and Long-Term Flexibility
On-prem systems can become difficult to scale. When a laboratory grows, it may need to add servers, expand storage or invest in faster hardware. All of this requires planning and upfront capital. Laboratories may also find that their system architecture limits how quickly they can adapt to new testing volumes or expand into digital workflows.
Cloud-based laboratories avoid this barrier. Storage capacity can be increased instantly. Performance can be adjusted depending on demand. New modules or workflow components can be activated without installing new equipment. The system changes as the laboratory changes, making long term planning easier and more cost effective.
Cost Structure and Resource Management
On-prem solutions often involve large upfront costs. Hardware, software licensing, installation and maintenance all contribute to the total expense. Even when the system is functioning well, there is an ongoing need for staff to manage updates, backups and hardware upkeep.
Cloud software uses a different model. Instead of paying upfront for servers and infrastructure, laboratories pay a subscription for the services they use. Costs are spread more evenly over time, and the laboratory avoids unexpected expenses related to equipment failure or emergency repairs. The predictable billing model makes budgeting easier, and the laboratory can redirect funds toward diagnostic tools, staffing or modernization projects.
Supporting Modern Digital Pathology Workflows
Pathology is becoming increasingly digital. Whole slide imaging, telepathology and multi-site review are becoming part of everyday operations. On-prem systems often struggle with these demands because high-resolution images require large amounts of storage and fast processing speeds. Many laboratories have found that their hardware becomes outdated long before their software does.
Cloud platforms are built to handle these large files and rapid access patterns. High-resolution images can be stored efficiently, accessed by multiple specialists, and integrated into the laboratory’s information system without taxing local hardware. This allows pathologists to collaborate more easily and contributes to faster, more consistent diagnostic processes.
The Future of Cloud-Based Laboratory Operations
As laboratories continue to adopt digital tools and remote collaboration becomes more common, cloud systems will likely become the standard rather than the exception. They allow laboratories to modernize at a pace that fits their needs while reducing the burden of managing complex infrastructure.
A cloud-based laboratory information system is more adaptable, more connected and more efficient. It supports better use of digital pathology, simplifies multi-site operations and creates a stable environment where updates, security and performance remain consistent.
For laboratories navigating the demands of modern healthcare, the cloud offers a way to grow without being limited by the walls of the facility or the hardware stored inside it.
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