I'm working on an white paper discussing the technology around folders and how they came to be used on computers and why they are killing our productivity and making us slaves to our systems.

(Denver) As it continues to translate its global vision into a global footprint - eTransmittal, the revolutionary document management software developed by the Denver-based bWERX team, chalked up another “win” recently – the expansion of its flagship data management software into South Africa. There, it has partnered with Azcom, the region’s leading provider of Managed IT Services and Software Development, which will be using the software to provide its corporate clients unmatched managed file transfer, external file sharing, file share search and more.

It is another step in CEO and Founder Justin Culver’s vision of “a world where there are no longer folder structures” for companies – and individuals - to navigate. Culver and his team are striving to pave a smooth path for eTransmittal’s growth, ensuring that it integrates seamlessly into Microsoft SharePoint and other existing document management systems, bug-free.

So, has your organization opted to use software as a service (SaaS) yet? If not, you are in good company. Despite the valid claim that the cloud saves time and money, there is the (equally valid, some would argue) counter-claim that to do so also increases security risks. According to a recent Information Week survey, despite tremendous progress in how SaaS is adopted and deployed, almost a quarter of respondents have no plans to use SaaS technology and agree with the statement that “It is not strong enough”.

And then there are the headline-grabbing hacks which have further served to foster doubts about the safety of the cloud. Between Target in 2013 – 110 million records stolen; Home Depot in 2014- 56 million payment cards compromised and Anthem in 2015 - 69 million to 80 million records breached - it’s hard for company executives to hand over their document management to the cloud and still sleep at night.

But remember, when it comes to data security, proximity does not equal safety. It may make you feel better to think so, but just because you have a server sitting next to you in your office does not guarantee that your data more secure. In fact, it is more common for a web-based system to have more solid security systems in place than that server you may have on-site.

It all adds up in the end. A move to the cloud means trusting the process (maybe even a little beyond your comfort zone) - but it can also make your data more secure. The challenge of designing and implementing an efficient, secure document management and security software system enabling file share search; managed file transfer; online shared files and more has long been one of the “better mousetrap”. eTransmittal is be part of the answer – a step into the future of “a world without file structures.” A “better mousetrap” challenge – met.

Next week: The Ghost in the Machine

Sources:

• http://www.informationweek.com/cloud/software-as-a-service/5-saas-myths-busted/a/d-id/1316003
• http://blog.softwareadvice.com/articles/enterprise/saas-faqs-1072811/
• http://www.forbes.com/sites/moneybuilder/2015/01/13/the-big-data-breaches-of-2014/
• http://www.tomsguide.com/us/biggest-data-breaches,news-19083.html

While the increasing popularity of Cloud computing spreads throughout the corporate space, the platform still encompasses some confusing elements for professionals and consumers alike. As a Cloud service provider, we feel it’s important for our readers to recognize that Cloud doesn’t have to be so confusing, and that it’s actually a tremendously helpful tool when presented in straightforward terms. Our new series, ‘Cloud Simplified’ seeks to remove the veil of confusion and show you how to leverage the cloud with quick and easy tips. Today, we’ll look at some easy ways to keep your Cloud Data safe:

1)      Loose Lips Sink Ships

We’ve all heard this warning at some point in our lives, designed to relate the consequences of sharing secrets. Perhaps one of the most important rules of Cloud data security is to be vigilant about keeping credentials (and other sensitive data) secret and only sharing these details with appropriate parties. There are many security breaches at that could happen at no fault of your own regardless of your best efforts, but this one falls squarely on you, so be mindful always!

2)      Good Credentials

The username / password combination for private, secure access has been around a long time because it’s simple and effective. Usually the only time accounts or assets are breached when protected by passwords is because they’re not secure enough or the attacker found out what the credentials were (see #1). So the best way to leverage your password protection is to choose complex, impossible-to-guess passwords and use different credentials for every service or site.

3)      One More Question

Security is so important on Cloud based services that it’s often best to include one additional personalized barrier to entry: The Security Question. You probably already use security questions on your banking website, Paypal or even Facebook. Make sure your Cloud systems are configured with a solid security question that’s easy for you, but impossible to guess for anyone else.  Especially avoid ‘multiple choice’ type questions such as birthdays and other occasions. Sure, 365 possible answers seems like a lot, but in the realm of hacking and cracking, that’s a very limited number.

4)      Multi-Factor Authentication

While passwords and security questions are good measures for protecting your Cloud services and data, sensitive material should be secured with additional defenses. Multi-factor authentication (MFA) puts into place one more ‘lock on the door’. Once you’ve entered your login information and answered your security question, an MFA system would then send you a code to your email or phone which you must enter at the prompt in order to gain access. This prevents attackers from getting in even if they’ve managed to crack your password and security question.

5)      Beware of Your Surroundings

One of the greatest things about the Cloud is that you can access it from virtually anywhere there’s an internet connection. But this can also present a vulnerability risk. Your home and office probably have secure networks and you’ve got extra protective measures and privacy protocols in place. But what about when you’re on the go? Using public computers and unsecured wi-fi to connect to your secure Cloud services can be dangerous. This is especially true for applications where you’re using the Cloud for file sharing or as an FTP Replacement. You also run the additional risk of others around you in public watching your actions. Just be constantly vigilant if you must access your Cloud assets while off site.

6)      “At Least There’s a Backup”

In the unfortunate event that, despite all your best efforts, there’s still a breach, you will want to still be able to speak those very words. Once your Cloud data and services are in place and secure, your next step is to back up everything on there. If some heinous hacker pokes through to your systems and steals everything, losses that weren’t backed up could prove incredibly costly. Even if you’re storing everything on a hard drive that sits unplugged collecting dust in a locked computer closet at the office, still…”At least there’s a backup.” 

For today’s technologically infused enterprise space, the project manager’s role is growing exponentially and the mounting list of IT projects needs a more enhanced tool set. For this reason, many business leaders are looking to cloud based SaaS (Software as a Service) resources to add to their arsenals.

Because of the hugely diverse array of SaaS project management tools out there, and because every business is unique and requires different needs in terms of SaaS resources, we won’t focus on the variety of tools available, but rather the elements you should consider when shopping for the right tool for your business. We’ve highlighted a few factors below that CEOs and CIOs should consider when the time comes to put these assets into play.

Security

While many project managers consider price to be the primary concern with Cloud platforms or software, security is perhaps the leading factor that should be considered. After all, you’ve worked hard to keep your network and sensitive data secure, how regrettable would it be to employ a new, helpful resource only to see it become the single point of vulnerability? This is an especially important question for file transfer software.

Because your data will likely be in the hands of a third party with a SaaS program (or at least in a third-party location), this area is especially sensitive. Ensure that the cloud provider has top-notch security and privacy measures in place. You’ll want to look at the tool from a security officer and compliance perspective. In addition to checking out the SaaS security measures, ensure the proper backup protocols are in place, and what contingency plans there are in the event of a breach on the provider side.

Cost

This factor is pretty straightforward, as all businesses usually know how to shop with a price – or more importantly, a budget – in mind. But the tricky part of shopping for SaaS products is the widely varying pricing structures. Because cloud-based tools don’t use the standard boxed software + license model, instead offering a service-based tool, you’ll be hard pressed to find any cut-and-dry pricing. The key concern in terms of cost when shopping for SaaS tools is to be laser focused on the compatibility of the software with your architecture and finding a precise match between your needs and the offerings and features of the program and the provider.

Features

The features of the SaaS product lie at the very core of the entire endeavor of implementing project management software. Ultimately, the features will be the ‘proof in the pudding’ for any PM who is looking forward to a more productive (and hopefully easier) road ahead. Again, your primary focus is compatibility and how well the PM software syncs up with your needs and the company’s existing architecture.

Be vigilant about uncovering at features that competitors might overlook, such as collaborative benefits and channels for marketing your services and products more effectively. Most importantly, for service-level features relying on the provider, ensure they have a consequence for failing to deliver features as promised.

Interface / Usability

While features, price and security are all significant concerns when shopping for SaaS project management tools, nothing else about the software will matter if the interface is broken, incompatible or simply hard to use. Demo versions and free trials exist for this very reason, and they benefit both parties. The SaaS provider gets to show off their product and bring the selling points home in a practical environment while gaining a stronger rapport with a potential client. Better yet, you get to see how well it works. Take every opportunity to try out a software you’re interested in before you buy.

If possible, make sure that as many staffers at the office get a chance to take the tool for a spin (or at least those will most likely be using it). Do some comparative testing along the way. While one SaaS platform may stand out in terms of usability, there’s no way to know if there’s a far better tool unless you shop around and try out several of them.

Studies have shown in recent months that the majority of consumers don’t really entirely understand Cloud computing. In fact, 9 out of 10 American consumers claim not to use Cloud computing, yet all of them had used the Cloud in some form or another in the past year without knowing it.

The caveat, then, is whether this knowledge gap transcends to the business leadership in the corporate space.

If we look at the present state of the corporate Cloud environment, it seems that the trends point to more of a misunderstanding than a lack of knowledge.

While the Cloud represents unprecedented accessibility, scalability and utility, the vast majority of business owners still opt against it for an increasingly popular reason: Cost.

This reluctance toward Cloud adoption due to financial concerns is therefore a puzzling matter, as it would most likely actually prove more cost effective.

Here at eTransmittal, we provide a Cloud-based service, or rather Software as a Service (SaaS) with very clear benefits to businesses as both an online collaboration tool and an FTP Replacement option for file sharing.

We ourselves use the Cloud for our operational purposes and we’ve enjoyed the cost-savings and efficiency benefits. But even our own testimonial aside, still many more Cloud-savvy companies are raving about the new tech trend. Granted, the Cloud may not be right for everyone, but we might be so bold as to append a big “Yet” to that statement.

The focus in this scenario should be squarely on the small business, as they stand to gain the most from leveraging Cloud computing. While still very much a generic term, the Cloud represents a fresh, flexible technology that truly levels the playing feel in today’s corporate space.

Small businesses who adopt Cloud computing technologies can overcome barriers and operate with a level of efficiency that empowers them to keep pace with their larger counterparts.

Whether or not business leaders in our ever-evolving technological economy are getting a good grasp on Cloud computing won’t be an issue for much longer. Like any other widespread technological advent, the Cloud will become more approachable as the early adopters revel in their successes. 

Over the past couple of years, Cloud computing has taken a clear and definitive foothold in the corporate space. The trend has hastened in 2012, although the precedent of widespread adoption may have been a bit short-lived.

As the previously swiftly growing trend begins to wane, analysts are discovering that businesses, especially those at the enterprise level, are taking the pace a bit slower now. There are a handful of reasons for the more cautious approach, but among those reasons, three in particular seem to stand out.

Whether you're eyeing the Cloud as an FTP Replacement for your file sharing or an ultra-accessible collaboration tool, we’ll explain what those barriers are and how you can overcome them to stay on track toward your ambitions to leverage the benefits of the Cloud.

The first issue that comes up at the forefront with business owners is security. The sensitivity and importance of a company’s data is often placed at the highest regard, and rightly so. But the fears associated with poor security in the Cloud, including news-worthy scares of isolated incidents of breaches and hacking, are largely unfounded. On the contrary, a company is usually better off in terms of security with a Cloud-based system.

The best tool for overcoming security fears related to the Cloud is education and awareness. Your CIO or IT department management will play a key role in assessing the security threats associated with moving data to the Cloud. Learning about the systems, the way data is stored and moved, and gleaning a clear understanding of the security measures in place will put these fears to rest.

Establish policies early on to address any vulnerabilities that seem to stand out. Furthermore, it’s best to abandon the myth that having data in close proximity makes it any more secure. In actuality, the Cloud servers at your local datacenter are much better equipped to protect your digital assets than in your local office.

Another prominent obstacle that seems to loom over any efforts to pursue Cloud computing is the cost. Not only does the Cloud hardware and services seem expensive, but the technology changes, infrastructure overhaul, IT personnel, software cost and maintenance costs seem to crash together in a nightmarish scenario with an outrageous price tag. In truth, however, the costs are minimal and the returns are great.

If your firm is concerned about the costs, the best method might be to outsource your technology. Partnering with an IT services provider will put all of the needed assets in one accessible place, on the shoulders of the tech vendor. Furthermore, they have the expertise and experience not only to complete the Cloud migration without a hitch, but to transform your technologies from a cost center into a revenue generating asset. You’ll spend less overall and they will assist in reducing your IT spend. In the long run, your returns will overshadow the initial expense, and you’ll be free to focus on the core business.

The final primary reason that businesses have been reluctant to make the jump to the Cloud is the knowledge gap. Executives worry that the staff and users of the Cloud services within the firm won’t adapt quickly enough or the learning curve will prove too counterproductive. They may have these concerns even for themselves if they aren’t as technologically savvy. Extra training, new procedures and the fear of a deluge of errors and mistakes are enough to put the brakes on a move to the Cloud.

But there’s no reason to abandon a Cloud-bound journey on the basis of such a knowledge gap. The solution to this barrier is two-fold: First, it is imperative to plan carefully for which Cloud services are needed and provide the most value. Don’t adopt anything that isn’t necessary. By keeping the selection of Cloud services precise and goal-oriented with the benefits in mind, you’ll reduce unnecessary headaches and make the transition easier on everyone.

Secondly, most Cloud service providers offer extensive, in-depth training services, learning resources and expert support. Tap into those offerings right away, and find out ahead of time how much support is available. In this manner, you don’t have to sacrifice a robust Cloud service for the sake of usability. You can get exactly what you need, even if it’s complex, and the knowledge gap can still be quickly closed.

While the boundary between IT and the Cloud continues to blur, they are nevertheless complimentary to one another. Granted, the Cloud is becoming more influential in shaping the role of IT services in business, properly applied technology into a new Cloud environment can yield huge rewards for the enterprise that deploys these assets wisely. Cloud computing represents alternatives as well, acting as an email and FTP Replacement for document sharing, for example. 

The shifting role of IT is becoming more visible as the corporate space adapts to Cloud computing technologies. It has slowly pulled away from ‘ownership’ and now falls more into a ‘management’ status. In other words, technology systems aren’t static operational resources anymore – they play a much larger role in acquisitions and growth, especially within the cloud.

No longer does a system administrator simply own and govern the IT infrastructure. Instead, the role is a managerial one, with many technology assets being leveraged for diverse internal support and external services. CIOs are now able to bolster IT as a value-add component of the business rather than a cost center, and that role has come to be expected of them. Furthermore, IT pros have a more dynamic position, tasked with strategically advising the business and blazing trails into new territories.

Because of the tremendous leaps ahead in automation and accessibility with the Cloud, technology professionals are liberated from time-sapping tasks that were previously performed manually. Instead, these IT admins can now focus on managing and building an array of versatile cloud services. The role of the tech leadership within the business space is changing much like the role of IT itself.

The assumption that IT personnel are being replaced by automation is a fallacy. These people are more important than ever, having been freed up to reach their full potential and serve as a crucial conduit between the Cloud, the company and its users. That’s not to say that these administrators no longer perform administrative functions. They are simply shifting the admin scope to a Cloud-minded role, responsible for governing the services and assets from a different angle and with more flexibility.

Adapting to new Cloud technologies and new infrastructures can indeed require an IT overhaul for most companies. The good news is that the migration process is less of a headache when the CIO and the executive leadership have a good understanding of shifting roles of IT personnel and the technology itself. 

Some business professionals aren’t yet convinced whether they should move to the Cloud, or if it represents any value.  However, the cost savings and accessibility benefits are drawing more and more small businesses and corporate executives to the technology.

 Cloud storage, for example, is especially attractive to smaller businesses by leveling the playing field with access to the same assets, data storage space and network capabilities only previously found in the enterprise space, but without the tremendous price tag associated with it. That’s not even including the huge amount of investment it would take to employ and manage a technology team to maintain the infrastructure. Let’s take a look at a few more of the reasons every small business should consider Cloud computing.

Storage & Accessibility

Cloud storage, sometimes considered in the same term as ‘cloud computing’ is actually a web-based service that lets people access and store data at a server hosted on the worldwide web.  The data held there is governed by the user, and they manage, update and download their own resources. A benefit of Cloud storage is that it’s not tied to a single machine and doesn’t require extra devices or applications, the storage location is accessible from anywhere on the web.

Versatility

With Cloud computing, a user can perform a vast array of tasks on the web, from almost anywhere else on any web-ready device. Resources are updated in real time and data can be moved quickly. It’s likely that you might already utilize cloud services without realizing it. Big brands such as Amazon, Intuit and Google are already well vested into Cloud technology. The versatility and accessibility afforded through Cloud technology has not gone unnoticed in the titan tech arena, nor should it at the small business level.

Free Services

If you want the best the Cloud has to offer, such as document management tools and collaborative business resources, you’ll likely want to pay for a full or premium version of the service. However, many more Cloud services exist that can handle a variety of tasks and daily conveniences through free and ‘lite’ versions. Those free services are bound to grow in number and quality and setting up an infrastructure that’s ‘Cloud ready’ will enable your business to continually take advantage of free cloud services as they emerge and evolve.

Internal Operations Made Easy

Previously many small businesses would either outsource functions such as human resources and accounting, or weigh down a single staffer with the time-sapping tasks. But the Cloud is providing new, innovative and cost-effective solutions. Cloud-based recruiting and accounting tools, along with management resources and software to tackle internal operational tasks are available at an affordable cost, and because the software don’t require licensing, you simply pay for the resource as a service, otherwise known as Software as a Service (SaaS).

If your small business hasn’t already tapped into the Cloud and all it has to offer, consider this your wake up call. Not only does it empower a small company to leverage enterprise-level technology, it grows with the company, so you aren’t fighting logistical and architectural obstacles while you grow. It’s almost as if the Cloud was made for small business, and it’s time you found out why for yourself.

Massachusetts, or ‘Taxachussetts’ as it’s affectionately known in some circles, has recently released a ruling regarding the imposing of sales tax on Cloud computing services. The Massachusetts Department of Revenue typically applies a sales tax of 6.25% on most goods and property sold within the state. This encompasses pre-written software as well, no matter how the user gets the software.

Cloud services, on the other hand, don’t actually involve the licensing of software to a customer. Instead, users typically either leverage their own applications or log into a web-based portal serviced by the Cloud provider. In other cases, all parties use an open source platform. In these cases, as determined by the Massachusetts Department of Revenue, the Cloud services aren’t taxable.

Because the Cloud services in question use the customer’s own software, or otherwise open source resources and there is no tangible asset changing hands, the Cloud product isn’t taxable in Massachusetts. This represents a crucial distinction regarding how sales tax applies to Cloud computing.

However, if the Cloud service provider requires the customer to purchase licensed software or proprietary applications sold by the Cloud vendor, sales taxes can be assessed on the services when sold to users in the state. This is applicable even if the software incurs separate charges or there is sub-licensing involved. The reasoning lies in the fact that the user actually acquires the software in one form or another, similar to a download of traditional pre-written software.

Many Cloud providers have adopted popular terms for their offerings, such as “Software as a Service” (SaaS) and other similar titles. While descriptive in a sense, these terms have no bearing regarding the taxability of their services according to the Massachusetts Department of Revenue. They further determined that taxability cannot be discerned by examining whether customers download or otherwise install software applications on their own machines.

While these findings only affect vendors and users in the state of Massachusetts, they establish a precedent that could significantly impact deliberations of a similar scope elsewhere across the country.

The take-away for cloud computing services vendors hinges on the sale of pre-written software to customers. If the service requires users to download and install (and pay for) a proprietary software application, sales tax will likely come into play. But again, we’re talking only about Massachusetts at this point.

To better clarify, one source reports that “Massachusetts can impose the obligation on a vendor only if the vendor has sufficient physical presence with Massachusetts.  It is often a challenge to determine whether a vendor has this physical presence, and the determination is based on the ‘facts and circumstances.’  If the vendor does not have sufficient physical presence in Massachusetts, the vendor does not have an obligation to collect the tax, but the customer has an obligation to self-assess the tax and pay the tax to Massachusetts. “

The struggle over how to apply sales tax in these digital realms has been an ongoing battle between the state revenue department and internet-based vendors for quite a while. Ambiguity within the downloadable product space means an uphill battle for Massachusetts lawmakers. The fog on that battlefield has thickened more and more as packaged software drifts away from brick-and-mortar store shelves and further into the Cloud.

For Massachusetts, or any other state for that matter, the loss in revenue from taxes on software could prove significant enough to more closely define taxability on digital services. Most revenue departments will be on the lookout for ways to replace tax revenue losses from the transformation of software into service. Cloud vendors and software developers for Cloud-based services should take note and prepare accordingly for the coming storm. 

Cloud Computing Plays Key Role in NASA Mars Rover ‘Curiosity’ Mission

Despite a couple of headline-grabbing setbacks at its EC2 Compute Cloud facility earlier this summer, e-tailer giant Amazon is now garnering attention on an out-of-this-world scale…literally.

In what proponents are calling a huge win for Cloud computing globally, Amazon’s web services have been leveraged for NASA’s recent Mars Rover mission. The Cloud plays host to metadata and images captured for NASA’s Jet Propulsion Laboratory (JPL), after the Mars Rover, Curiosity, collects them on the surface of the Red Planet.

JPL Data Services manager, Khawaja Shams, sees the advent as a milestone toward the federal government migrating to the cloud. With such huge amounts of data processing on such a broad scale, JPL could become the very pioneer to blaze that trail.

"At this point, JPL's data centers are filled to capacity, so we're looking for ways to cost effectively expand the computational horsepower that we have at our disposal," says Shams. "Cloud computing is giving us that opportunity."

As an example, Shams pointed to the mars.jpl.nasa.gov website operated using Amazon Web Services’ (AWS) Cloud. The site enables JPL to grab media such as pictures and video and distribute them to the public swiftly.

Because of the flexibility, accessibility and improved efficiency afforded by the Cloud, JPL was able to build a scalable web infrastructure in just a few weeks rather than a handful of months.

Cloud-based systems have become increasingly popular in the corporate space for many of the same reasons it has proved beneficial in the Mars Rover missions, yet the enterprise level and government entities remain elusive targets for Cloud providers. However, the success of the platform in NASA’s operations is reflecting well the advantages touted by vendors seeking high-level opportunities.

 The advantage of being able to send large files quickly and easily fits well with the project. "With unrelenting goals to get the data out to the public, NASA/JPL prepared to service hundreds of gigabits/second of traffic for hundreds of thousands of concurrent viewers," Amazon said.

The Mars Rover mission will continue automating the image analysis of photos taken on the planet’s surface, allowing for more of a time cushion for identification of any possible hazardous areas or points of interest as Curiosity makes its rounds.