In today’s organizations, it’s critical to have non-stop access to your information, regardless of where you are. There’s nothing more irritating than being in a project or client meeting out of the workplace, checking your memory stick for your critical documents… and you’ve left it on the computer at work!
Having the option to get to your servers, or your cloud-based information, from any computer will alleviate this issue enormously, and save red faces all over! A couple of quick taps on a cell phone, PC, or tablet, and the files and documents you really need in that moment are readily available. Saved!
Most business have worked the same way for various years; a localised server or two, generally situated in the IT office or a cool-room in the basement, with all PCs connected to it over an integrated network connection. While in the workplace, this gives a lot of simplicity around the system framework; as long as your computer or device remains connected to the same network as the server or database is, you can get to any documents that the IT boffins have allowed you permissions or access tokens to see – although I’m pretty sure that giving them cookies as a bribe might also work!
While you are in the workplace, this system turns out great. However, what happens when you leave? Perhaps you hadn’t remembered to send a fundamental report before the day’s end, or you’ll be spending some time working from home and there are a few basics records and assets that you’ll require. You would rather not need to drive as the whole way back to the workplace only for a simple document! Two of the most widely recognized strategies for tackling this issue are Remote Access Vpn’s, and Cloud-Based frameworks.
Remote Access VPN’s (Virtual Private Networks) permit you to safely interface with a corporate or business server, for instance, while keeping all related information safely encrypted for security. In layman’s terms, your computer device (desktop computer, cell phone, laptop, tablet and so forth) can function and connect to the server like it is in the workplace, while it is in reality: on a train, in a client meeting, on a client’s site during a training or induction process, at home, or on a beach in Barbados. The main disadvantage to a VPN based framework is the running expense; with granting a license for every PC within the organisation, this can run up the costs to a near exorbitant level for larger organisations.
With regards to confidential, private, or sensitive information, managing to keep your documents under secure lock and key is significant. Servers with firewalls, malware and virus protection, and all-round encryption has been the norm for quite a while. So, as you would expect, putting away information on the Cloud may seem to come across as a little bit backwards in terms of data security. However, with simply isn’t the case when it comes to ensuring that your files are safe.
Cloud frameworks have been developing and progressing at quite a significant speed throughout recent years, with security at its core. With extensive firewalls, information encryption, and, somewhat overlooked, actual physical security encompassing cloud servers, the information put away on the cloud is more secure than any time in recent years. This incorporates classified data, programming, and everyday records, documents, reports and data archives. Indeed, even monetary systems such as bookkeeping and financial accountancy software can be securely cloud-based for the additional advantages of automatic updates, worldwide accessibility, and constant live information updates, so anybody with access can see modifications and changes as they are made. This can work for collaborative records as well – there’s no point in two individuals investing time and effort duplicating the same document or project!
And the rest…
While there are different strategies for document and programming storage, they will generally miss the mark for various reasons. The following couple of strategies are still usually utilized by organizations around the world, nonetheless, they can fall somewhat short with regards to information access.
The most well-known and used is simply saving everything to the device that you are using at the time. This could be a piece of programming installed exclusively on a solitary PC, or a record saved on a PC’s hard drive, for instance. Each business utilizes this technique to a certain extent, and for the sakes of everyday work, this method turns out fine. You get to your workplace, switch on your PC, and everything is accessible. The great thing about this is, because of the records being saved exclusively to a device that you are working on, you are the only you can access the documents, so the possibilities of them getting edited, broken or altered without your knowledge are extensively slimmer.
Notwithstanding, this can also be a disadvantage. If for some reason you require access to a specific document, then if you are off work sick, working outside of the workplace, or utilizing another computer elsewhere, then those documents become totally unavailable. For instance, in the event that a major collaborative project is coming close to it’s deadline, and the explanatory slideshow or presentation is on your PC, however you’re at home sick, then no-one else can get to that record. It could be potentially disastrous if it is particularly time sensitive, or in some cases, potentially security-critical data!
OK, keeping the records on one computer may be an impractical choice. In any case, the scenario where documents are put away onto a compact memory unit, any kind of a USB stick or portable hard drive, might seem like a viable alternative. This way, you can plug into any computer or laptop, and the documents are there and available to use, without being locked to the computer that you are using at the time.
Once more, however, this strategy accompanies a few downsides. While the simplicity of record availability across any system is a seriously helpful thing to have, this likewise enables any other person to get to the documents stored on the USB stick with practically no problem or restriction. While by and large this ought not be an issue with simple documents, it however means that classified, sensitive, or private data shouldn’t be stored upon such devices, as they would not be secure enough to keep them safe from prying eyes.
Adding to this, as innovation and technology pushes forward, the actual size of USB gadgets has diminished extensively. While this ordinarily seems to be something of a good thing, the possibilities of having them drop out of a pocket, or get knocked off a desk and disappear, or just generally lose them, increases drastically. Even worse would be the possibility of them being picked up and accessed by someone with the intention of using the data stored within for potentially harmful purposes to your organisation.
Another note, due to the nature of their size and application, keeping them in practical working condition is somewhat more of a test. Whether it’s actual harm to the USB connector or casing itself, or to the hardware inside, or water damage, or even electrical overcharge from a damaged or misaligned connector port on another device, the slightest bit of harm in just the wrong spot on a device can cause irreparable damage, and gaining access to the information that was stored can either become incredibly difficult, or somewhat impossible.
Simple, individual, and continual access to documents from any place on the globe can be a colossal efficiency boost among organizations and minimises the occurrences of not having the ability to get your hands on that vital report that should be sent off in time for a deadline, or the slideshow that you’ve spent weeks finishing and polishing up, and didn’t carry with you to that huge client meeting!