The right choice can dramatically enhance the ROI you see, helping you protect your margins, improve operations, reduce risk, and better achieve compliance standards. The wrong choice? Well, that can leave you stuck with expensive hardware, hidden fees, or a platform that’s simply not worth paying for.
The reality is that a VMS is much more than a security system in 2025, and your expectations should be higher. The right technology is a business intelligence platform.
With the right provider, your cameras stop being “just cameras” and become a way to gain visibility into every corner of your operations, from reducing theft to tracking service speed (and everything in between).
But how do you separate the hype from the real value?
This guide will walk you through 11 critical questions to ask when choosing a cloud VMS provider. Use them as a checklist while you evaluate options. By the end, you’ll know exactly what matters most, and how to spot the provider that’s right for your business.
Choose a cloud VMS that grows with you
Get the answers you need to select the best video management system.
A cloud video management system is software that allows businesses to record, store, view, and analyze video from their security cameras, but hosted in the cloud rather than on local servers.
In the past, traditional VMS platforms were installed on-premises. That meant racks of servers in a back room, local hard drives for video storage, and IT teams responsible for updates, patches, and maintenance. Scaling usually requires new servers, more storage, and complex networking.
A cloud VMS, on the other hand, takes all of that heavy lifting off your plate. With a cloud-based solution:
Video is stored securely in the cloud and accessible from anywhere.
Updates happen automatically, so your system is always current.
You don’t need bulky servers or large IT budgets.
Multi-location businesses can view all sites from a single dashboard.
Here’s the most exciting thing. A cloud VMS isn’t just for security. With built-in analytics, integrations, and remote access, it becomes a business intelligence tool. You can link transactions to video, measure customer wait times, track compliance, and identify opportunities to improve profitability.
In other words, the shift from on-prem to cloud (or hybrid cloud) VMS is the shift from video as storage to video as insight.
Your complete video management system (VMS) buyers guide
With rising shrink, increased security risks and pressure to prove ROI on every tech investment, today’s decision-makers need more than a traditional NVR or VMS – they need a centralized platform that connects their video, data, and operations into a single, intelligent platform.
Take a look at the five key features you need in a modern VMS, and how to evaluate them.
Top questions to ask when searching for a cloud VMS provider
1. Does the VMS work with your existing cameras?
This is one of the first questions you should ask. Some VMS providers require you to replace all your cameras with their proprietary hardware. That can cost hundreds or even thousands of dollars per camera, before you’ve even started using the software.
A hardware-agnostic VMS (like Solink) works with your existing cameras. That means:
Lower upfront costs (no rip-and-replace)
Faster deployment across multiple locations
Freedom to switch cameras in the future without switching VMS
If a provider says you need to buy all new cameras, that’s a red flag.
2. How does the VMS handle cloud storage and retention?
Cloud storage is a huge part of your ongoing costs. Different providers handle it in different ways:
Some include 14–30 days of cloud storage in their base plans
Others charge extra for retention beyond a certain number of days
Hybrid options let you keep some storage on-site and back up critical data in the cloud
Ask:
How long is video retained by default?
What happens if I need 90 days (for compliance) instead of 30?
Is storage billed per GB, per camera, or included in my subscription?
Getting clarity here will help you avoid nasty surprises on your bill.
3. Is the platform truly cloud-ready (or hybrid)?
Not all video management systems handle the cloud the same way. Some were designed for on-premise environments and later added cloud “bolt-ons.” Others are fully cloud-native. And then there’s the hybrid cloud approach, which often gives businesses the best of both worlds.
A hybrid cloud VMS combines the accessibility of the cloud with the cost efficiency of local storage. That means:
Secure remote access to your video from anywhere, without being tied to a physical server room.
Automatic updates that roll out in the background, keeping your system current without IT overhead.
Flexible storage options, so you can keep frequently used footage in the cloud for easy access, while archiving longer-term video locally to save on costs.
Scalability across locations, add cameras or sites without expensive infrastructure overhauls.
By contrast, cloud-enabled legacy systems often require:
Complex installs and networking at each site.
Heavy reliance on in-house IT teams.
Slower rollouts of new features and updates.
When evaluating providers, ask if the platform supports true hybrid cloud deployment, giving you the flexibility to balance accessibility, cost control, and long-term scalability.
4. What integrations are available?
A modern VMS shouldn’t live in a silo. To truly achieve data intelligence that offers cross-functional ROI, your VMS should connect with other business-critical systems.
POS integration: Investigate refund fraud or void scams instantly
Access control integration: Verify who entered a restricted area
Alarm integration: Confirm whether an alarm event is a real emergency or a false alarm
IoT integration: Track temperature, humidity, or environmental sensors
Some VMS providers only integrate with their own products. Others integrate with hundreds of other systems to give you the flexibility you need to connect your technologies.
Ask:
Which integrations are available today?
Are they included or charged as add-ons?
Can I connect custom tools through an API?
5. How easy is it to use?
If your VMS requires hours of training just to pull a single video clip, your team won’t use it. The best VMS platforms are built with simplicity in mind:
Search by time, transaction type, or keyword
Drag-and-drop dashboards
Mobile apps for managers on the go
Ask for a demo and picture yourself (or your managers) using the tool every day. If it feels clunky, it will slow down adoption.
6. What AI and analytics capabilities are included?
Artificial intelligence (AI) is everywhere in 2025, but not all VMS providers deliver it in ways that matter. When choosing the right system, make sure to look past the buzzwords and seek out AI functionality that actually works for your use cases.
Ask:
Which analytics are included in the base plan?
Are they proven in real-world deployments, or just marketing hype?
7. How does the provider support compliance needs?
There are many industries where compliance isn’t optional; it’s a necessity.
Cannabis: Laws may require 90+ days of stored footage, easily accessible for audits.
Food service: Video can validate food safety and hygiene protocols.
Banking and finance: Strict retention and data access policies apply.
Ask:
Does the VMS support my industry’s compliance requirements?
Can I pull up footage quickly during an audit?
How is video secured (encryption, SOC 2 certification, GDPR/HIPAA compliance)?
A provider that understands your industry’s compliance landscape is worth its weight in gold.
8. How scalable is the platform?
Your business might start with one site, but what about when you grow to ten? Or fifty? A scalable VMS should:
Handle unlimited cameras and locations without re-architecture
Provide a centralized dashboard for multi-location oversight
Support bandwidth optimization to avoid internet slowdowns
Ask for examples of businesses similar to yours that have scaled successfully on the platform.
9. What does the pricing model look like?
Cloud VMS providers use different pricing models:
Per-camera: Pay per device per month
Per location: Flat monthly fee for each site
Usage-based: Pay only for video processed or storage used.
Key questions to ask:
What’s included in the base price? (Storage, integrations, updates)
Are there extra costs for advanced analytics or compliance storage?
How predictable is the monthly bill?
10. What level of support and onboarding do they provide?
Technology is only as good as the support behind it. Look for providers that go beyond basic technical help.
Good providers offer:
Dedicated onboarding and training
Customer success teams to help you get ROI, not just fix problems
24/7 support with fast response times
SLA guarantees for uptime and reliability
Ask:
Will I get a dedicated account manager?
How do you measure customer success?
What’s the average support response time?
11. What real-world ROI can you expect?
At the end of the day, a VMS is an investment. Your business leaders need to know what kind of return you can expect.
Operations: Monitor service speed, improve workflows
IT: Lower infrastructure costs with cloud deployment
The best VMS providers will provide case studies and references showing ROI for businesses like yours.
Solink checks every one of these boxes
On the search for a video management system? Solink isn’t just a video platform; it’s your command center for unlocking visibility and control across every part of your business.
Unlike traditional systems that silo video in the security department, Solink brings video to your entire organization, helping teams move faster, spot problems sooner, and make smarter decisions daily.
Here’s why modern businesses trust Solink:
Works with your existing infrastructure: No need to replace your cameras. Solink integrates seamlessly with what you already have, reducing upfront costs and speeding up deployment.
Powerful search: Instantly find the footage you need by searching for specific transactions, behaviors, or timestamps – across one or hundreds of locations.
AI tools: When your VMS platform is powered by artificial intelligence, you can automate tasks, find new operational efficiencies, better track how your customers/employees use your space, and make business-critical decisions faster.
Connected business data: Solink links your video to POS systems, access control, alarms and more – turning video footage into actionable insight.
Cloud-based scalability: Manage all your locations from a single platform, with role-based access for LP, operations, HR, and compliance teams.
Trusted by industry leaders: From retail and restaurants to banking and logistics, Solink is helping the world’s top brands improve security, reduce loss, and streamline operations. View our success stories firsthand.
Ready to see how Solink stacks up? Book a demo today and get answers to all 11 questions.
Find the right cloud VMS for your business
Use these 11 questions to make the best choice for your security needs.
