Before you entrust your sensitive data to a “cloud” service provider, make sure you weigh the risks with the benefits.

“Cloud computing,” largely synonymous with Internet-based computing, has become a hot topic of discussion among many in the business community, with its promise of radically simplifying the access to, and use of, computing resources on demand. It’s no wonder then that it’s been small businesses, often without full-time IT resources of their own, that have been the first to adopt the concept. As a business owner, however, before you start moving critical data to the “cloud,” you’ll do well to bear in mind the risks that come with the computing model.

First is security and privacy—ask how the service provider ensures the confidentiality and integrity of your data while in their care. Do they provide backups? Can you back up your data yourself? Are their security processes and procedures reviewed and vetted by a third party?

Next is availability. Do they guarantee the uptime of their services—7 days a week, 24 hours a day? Do they provide a service level guarantee? Do they have processes in place to handle exceptional circumstances that can disrupt services, such as a natural disaster? Is support readily available to help in case you encounter any issues?

Finally, there’s cost. While pay-as-you go can be attractive, the total cost over time can add up. It’s worth thinking two to three years out and considering the total cost versus alternatives.

Asking these basic questions can go a long way in giving you peace of mind before you entrust your valuable data and core business systems to the care of others. If you’d like some help sorting all this out and making the best decision for your unique needs, give us a call.

As we begin to store more and more of our data on the Internet and in the “Cloud,” the threat of that data being accessed and used by someone or something outside of our knowledge or control becomes very real. Data such as credit card information, banking transactions, work history, private addresses and numbers, email and much more are now stored and searchable in everything from Facebook, Google, Twitter, and a host of other applications.

In a June report titled “Assessing the Security Risks of Cloud Computing“, analyst firm Gartner recommends that businesses work closely with their IT department or trusted IT services provider and consultant to understand the risks of storing data in the cloud.

Not stopping there, Microsoft has called for even greater government oversight. Recently, Microsoft General Counsel Brad Smith travelled to Washington to urge the US Congress to enact legislation that would protect information that’s stored in the cloud.

Microsoft is proposing legislation that would call for:

• Reforming the Electronic Communications Privacy Act
• Modernizing the Computer Fraud and Abuse Act
• Helping consumers and businesses manage how their information is collected and shared
• Addressing data access issues globally

The move coincides with Microsoft’s recent efforts to offer cloud-based services not only for its consumer and corporate customers, but the government as well.

Is your business ready for the cloud? What security and privacy policies do you have in place regarding your employees’ use of cloud-based services? Not sure? Contact us today to find out how we can help.

Related links:

• Microsoft’s thoughts on cloud computing (microsoftontheissues.com)
• Challenges of cloud computing (techsling.com)
• Gartner: Seven cloud-computing security risks (infoworld.com)

SaaS has several characteristics that set it apart from other services:

1. SaaS allows the access and use of commercially available software through a remote, network, or internet connection. This means that the software is not installed in the subscriber’s computer, but rather on the SaaS provider’s server. This also makes the software accessible to the subscriber regardless of his or her location.
2. SaaS provides commercially available software, not custom made software, meaning that a particular software service is made available to multiple clients, so customization is limited to only what the software or SaaS provider allows.
3. The SaaS provider shoulders the responsibility of updating the software, and subscribers can request updates, upgrades, and additional features.

Regarding implementation, SaaS architecture is classified into four “maturity” levels based on factors such as configurability, multi-tenant efficiency, and scalability.

1. Level 1 is the “ad-hoc/custom” level, in which a modified version of a particular piece of software is offered to subscribers, which is then run on the provider’s host server. This level is requires the lowest maintenance.

1. The second level offers more customization and allows subscribers to configure the metadata of a program. This then allows a customized version of the same software, based on the needs of the subscriber.

1. Multi-tenant efficiency is added to the third maturity level, which means that the SaaS servers are made more conducive for subscribers to use separate instances of a single application.

1. The fourth and most “mature” SaaS architecture offers all four factors, with the service reaching optimum efficiency.

Considering SaaS for your business? Let us help you sort through the details.

The growing reach and power of the internet has changed the way people do business, with more and more web-based services popping up. One of these is SaaS.

SaaS stands for Software as a Service, which refers to any licensed software being “rented” to a company by another company on an as-needed basis.

To illustrate, let’s say Company A is in need of licensed software, but only for a specific period of time because of a one-time client or project. Company B, as the SaaS provider, rents out the use of the software  to Company A for the time Company A needs to use it – weekly, monthly, and so on. (Company B is specially licensed to do this, of course.)

The term became popular near the end of 2000, but the service started in 1998 with a website called siteeasy.com. The concept has become increasingly popular because the legal alternative to rent/outsource the use of the software spares the expense and hassle of procuring software licenses.

As with other outsourced services, the hardware used for SaaS are remotely located and hosted, and accessed through the internet by the subscriber. Virtually all kinds of software can be used through a SaaS service, and availability of the software depends on the subscriber.

There’s vast potential in the use of the internet and web-based services such as SaaS, but the nature of the remote hosting service is not for everyone. If you’d like to learn more about the pros and cons in relation to your business model, we’d be happy to discuss a possible SaaS road map with you.

Do you frequently struggle with creating PDF documents, sending large files through email, and converting various file types from one to another? If so, you may have found that some mainstream solutions are complicated and time consuming. But there are some online solutions that can help you with these common tasks without requiring you to learn complicated applications and workflows, or even install anything on your computer.

CutePDF – makes PDF a piece of cake

PDF files ave become a standard in document exchange between professionals around the world. The only problem with this is that you usually need expensive programs like Adobe InDesign or Photoshop to generate them, but thankfully CutePDF is here to save the day. CutePDF is an online tool that converts all compatible documents, such as MS Word or MS Excel files, into PDF format, which you can then send out. Simply download the easy-to-understand free version, and convert your documents to PDF in a jiffy. You can also purchase a pro version with more features if you need them.

Send large files through YouSendIt

If you exchange files on the web – especially audio or video files, or programs and installers – then you’ve probably been frustrated by most email servers’ inability to handle large files. Now you can use YouSendIt, a free online service that lets you send files up to 100MB easily and quickly. Just upload the files you want to send and enter the email address, and the recipient will get an email with instructions for downloading the files from the YouSendIt servers. If you register for a free account, you can opt to have your own email address appear as the sender. Again, there is also an optional paid version that increases the maximum size limit.

Convert your files using YouConvertIt

File conversion is yet another tricky and frustrating issue. Opening .docx (MS Office 2007) documents, for instance, in older versions, or using some video and audio files in foreign formats, requires the user of a special converter. The problem with converters is that you have to scour the internet looking for the specific converter you need for each situation, and often each operates differently. With YouConvertIt, you simply enter your email address, upload the file you want to convert, choose output file type, click convert, then follow the instructions given. It’s a simple as that.

The more professional and long-winded approaches to accomplishing these tasks do have their merits, but most of us don’t need or want the hassle. With these free, online solutions you can quickly accomplish what you need in just a few simple and easy steps.

Never before have startup entrepreneurs and small business owners had access to so much marketing advice and tools as we have today on the Web.  There are hundreds of free or near free tools out there that you can use: from sites that help you create your own logos, print your own business cards, set up your own website, even make your own marketing swag. There are literally hundreds of even more sites that in turn give advice on how to use these tools to market your business more effectively such as Inc Magazine, Entrepreneur Magazine, and Fast Company. Its easy to use your PC and Internet to help you grow your business—so get started today!