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.

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. 

As businesses blaze new technological trails into the future of corporate computing, Cloud-based systems are positioned at the forefront. We are quickly approaching a threshold at which Cloud computing transitions from an experimental concept to a fully integrated business resource. While some of the bigger players on the field have encountered pitfalls in Cloud computing, such as Amazon’s latest outage, the game is growing more approachable.

One of the problems with evaluation and visibility regarding a new platform like the Cloud is that there’s not much empirical evidence yet. Only after a period of testing, trials, application and evaluation would we really get a good feel for results and success rates – whether the news is good or bad. While we’ve only previously heard a huge amount of hype from proponents and vendors championing the Cloud as the end-all technology, there has been only scarce reports of real, actionable historical performance data. Until recently, it was assumed the lack of data was because it simply wasn’t available yet. But it’s time for a second look.

We’re now entering a time where we should be seeing quite a few reports, results and success stories from the Cloud computing space; not just from vendors but from businesses expecting returns from a Cloud platform in which they’ve invested significant time and money. However, there is still only a paltry volume of testimonials and documented successes. At this point, the reason is most likely because companies deploying Cloud platforms are considering their developments to be trade secrets and private, sensitive assets. You might occasionally run across an article or white paper touting a company’s success with a Cloud strategy, but you can count on the fact that there are thousands more that haven’t even been published.

You also won’t be seeing too much Cloud hype anymore. This is because the inherent value and flexibility of the Cloud is becoming more apparent to business owners and CIOs. Vendors and service providers will have to rely less and less on ‘educational’ marketing and ROI-focused hype in order to convert new adopters. This is also the phase where free trials turn into annual contracts, service providers go to work managing all the clients they reaped in the hype phase, and the attention is on the engine in your new car rather than the car salesman wooing you into it.

As the Cloud is also filling in voids of demand and problems needing solving, more businesses are becoming reliant – almost captivated – within the new infrastructure. Because of the added security, the Cloud represents an email and FTP replacement option that simultaneously improves productivity and efficiency while remedying drawbacks of the older, less effective and less secure platforms. 

One of the natural barriers encountered in the shift toward Cloud computing has also been lifted recently; which is the ‘you go first’ mentality. Small businesses are reluctant to enter a space that even the behemoths of the land won’t venture into. Logically speaking, it makes sense to consider why such a universal enterprise space isn’t being pursued by the big players. But those fears have been quickly evaporating as technology titans like Google, HP, Amazon and Mircosoft enter the fray with committed strategies. That’s just one more obstacle removed from the path of a sweeping and swift movement.

Yet another indicator, which is clear and calculable regardless of reports and testimonials, is the money invested in Cloud computing. Cloud service providers and vendors are enjoying a steadily growing clientele and the profits are rising. Businesses are pouring more and more money into Cloud systems, which is often an uncontestable sign of the value of returns expected.  A company contributes funds to the areas that stand to yield the greatest returns. The Cloud is clearly becoming one of the top contenders in that arena, and rightly so. 

We can safely agree that Cloud computing isn’t going anywhere anytime soon. On the contrary, the trend will grow swiftly as new adopters enter the fray on a daily basis. The boon of benefits surrounding Cloud platforms is simply too attractive to ignore. Among the perks are increased flexibility, lower costs and improved efficiency.

However, as e-tailer giant Amazon has recently exhibited – not once, but twice – in the past few weeks, the Cloud is not quiet yet failure-proof by any means. For an enterprise operating in the Cloud, the importance of stability extends not just throughout the business, but well into many of their clients’ businesses as well.

With so much riding on the solvency of the platform, Cloud failures are, in many perspectives, unacceptable. This is especially true considering that one of the Cloud’s biggest selling points is resilience and redundancy. Sadly, there has been plenty of downtime in the Cloud over the years.

How much downtime specifically? The International Working Group on Cloud Computing Resiliency has the answer. The IWGCR published a report last month detailing the severity of Cloud failures over the past 5 years.

Since 2007, 13 of the most prominent Cloud platforms have endured an estimated 568 hours of downtime according to the report. The estimated price tag for all of that downtime collectively sits at about $71.7 million. That’s a drain of a little over $2,000 per minute!

Few CEOs would willingly jump into a platform with such grossly detrimental downtime, which is abysmal compared to the typically desired 99.999% uptime expectations. The sobering data from the IWGCR report represents a decided and desperate need for quickly actionable solutions.

The problem isn’t an absence of solutions, but rather a minor disconnect between a new architecture (The Cloud) and a time-tested resource by which many of the Cloud failures could have been prevented: A managed IT services partnership.

As more enterprises build more sophisticated Cloud systems, capable of more than the early-adopter applications such as secure file sharing, the stakes go up and the need for IT support grows exponentially. 

Most CIOs are well aware of the maintenance, management and contingency planning required to run a successful and stable Cloud infrastructure. Furthermore; the larger the system is, the greater the need for IT management.

In response to the increased demand for Cloud support, many IT providers are developing strategies to aid companies – both in the migration process and beyond – to bolster a platform unexpectedly plagued by what amounts to unacceptable downtime. Smart CEOs will take advantage of the safety net, as the savings from outsourcing IT is sure to outweigh the $35-per-second losses attributed to the Cloud’s poor track record thus far.

In addition to being pummelled by torrential rains, Amazon - along with its popular Netflix service - is likely also taking a beating in the customer service email box as well. 

Late Friday night, Amazon's EC2 Elastic Compute Cloud endured an outage due to power loss during severe thunderstorms in the vicinity. Netflix posted a tweet acknowledging the issue and ensuring the service would be restored soon.

Amazon.com and its other services including Pinterest and Instagram were all knocked offline as well.

At the time of this writing, the issues appear to have been abated and services are coming back online. Fortunately, while the outage happened during peak periods, it lasted less than two hours. Still, the issue is troubling, as the incident tonight  comes on the coattails of another recent hiccup. Just two weeks ago, the EC2 was down for nearly 7 hours.

Amazon has grabbed headlines in recent weeks for its Compute Cloud platform, with many proponents citing the redundancy benefits. That stance could become harder to defend for Amazon if the downtimes recur.