Cloud File StructuresARM YOURSELF WITH INFORMATION

  Presented by: Russell Greenwald

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INSOURCE OVERVIEW

Insource Services offers cost-effective, outsourced expertise and services to organizations experiencing growth and change. As a trusted partner, Insource can perform all accounting and finance, technology, and human resources back office functions, in addition to providing CFO, CIO, and senior HR leadership and counsel.

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AGENDA

1. Why should I care about Cloud Systems?

• General benefits

• Why are trends moving in Cloud direction?

• Where will Technology be in 3-5 years?

2. What do I need to ask?

• Document your requirements

• Different types of cloud file systems

• Cloud product overview

• Pros, Cons, Pricing

3. DEMO

4. Assessment List

5. Implementation Strategy

6. Questions

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Why should I care about Cloud Systems?

General Benefits

• Access

• Lower IT Overhead

• Disaster Recovery

Why are trends moving in Cloud direction?

• Aging Systems

• Amazon EC2 Model

• Faster Internet

Where will Technology be in 3-5 years?

• The Cloud is not new

• Hybrid as some cloud providers are not fiscally stable

• No offline

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What do I need to ask?

Document your requirements … what are you trying to accomplish?

• Remote Access

• Highly secured Sensitive Data

• Mass CMR 17 (structure and permissions)

• Co-editing documents

• Microsoft Office Compatibility

• What other types of files do you use?

• Corporate Intranet

• Budget

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Different types of cloud file systems

PUBLIC CLOUD PRIVATE CLOUD

You are paying for rights to use/rent hardware and software

You own the hardware and software

No maintenance required Maintenance overhead

Yearly/Monthly subscription fees One time cost to purchase

You own your data (but may be mined by vendor)

You own your data….

Constant, seamless, enhancements and features

If you want better or newer features, overhead for new software

and time to upgrade.

Have a backup mechanism

Cloud Provider may not alwaysbe around

Have a backup mechanism

Your cloud is in your control

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Cloud Product Overview

FEATURES DROPBOX BOX GOOGLE

OFFICE 365 TERMINAL

Data synced local x x

Access from Win/Mac/iPad/Android

x x x x x

Multiple revisions x x x x x

File conflicts (first person saves)

x x NA NA NA

Works best in native Google docs

NA NA x NA NA

Built towards organizations x x x

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Cloud Product Overview Continued

FEATURES DROPBOX BOX GOOGLE

OFFICE 365 TERMINAL

Comes w/ Google Apps x

Native MS Tools x x x x

Built for Online x x x

Collaboration Centric x

Seamless Access to Traditional office Network

x

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Cloud Product Pros

FEATURES DROPBOX BOX GOOGLE OFFICE 365 TERMINAL

Requires little training x x (basic features)

x x

Fast (LAN) sync x NA NA NA

Multiple file rev’s x x x x x

Accurate fast search x x x

Audit file access x x x x x (with 3rd

party tools)

Changes sync immediately x x NA NA NA

Granular file control x x x x

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Cloud Product Pros Continued

FEATURES DROPBOX BOX GOOGLE OFFICE 365 TERMINAL

Native office web editor x

Simultaneous editing x

Offline usage x x

Restore deleted x x x x

OS independent x x x x x

Opens from office local x x

Widgets for intranet x x x

One time cost x

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Cloud Product Cons

FEATURES DROPBOX BOX GOOGLE

OFFICE 365 TERMINAL

No clear control mechanisms

x x x

Not as full featured as Native MS Office

x

Users can easily mistakenly delete files for all

x x

No local sync x x NA

No mechanism to ensure data is removed from local machines

x x

IT maintenance overhead x

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Cloud Product Cons Continued

FEATURES DROPBOX

BOX GOOGLE OFFICE 365 TERMINAL

Migration from file server would be challenging

x x

Recurring fees x x x

Potential for file conflicts x x x

Challenging to manage x

Requires stable fast internet x x x

Office doc type only x x

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Cloud Product Pricing

Dropbox

• $795.00 a year for first 5 users/$125.00 a year for each additional user

• 30% discount for NFP

Box

• $15.00 per user/month

Google

• Free for NFP

• $50.00 per user/year for increased video and document storage

Office 365

• $6.00 per user/month

• $9.00 per user/month with full Office version

• MS NFP pricing approval necessary

Terminal Server

• 2 servers at $3-4,000

• Windows server 2008 R2 $139.00

• Windows licenses $6.00 per user

• Offsite backup $$

• IT maintenance of systems $$

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Common Questions

• Is the cloud secure?

• Cloud provider business viability

• Can I store my sensitive information in the cloud?

• Can the cloud support my organization’s size?

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DEMO

Box vs. Google Docs vs. Office 365 vs. Terminal Server

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Assessment List

• Secure your devices

• Plan around permissions and security

• Have a local backup in place with your cloud

• Research your cloud provider for longevity and security

• Make sure your IT vendor can support and train on the chosen system

• Does the cloud add value?

• Does it support all your document needs?

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Implementation Strategy

• Kickoff meeting design assessment metrics

• Set up pilot test user group to evaluate products against metrics

• Training the pilot users

• Pilot group evaluation meeting

Results and Decision

• Meeting to discuss all staff buy-in

• Plan a timeline for full implementation

• Full staff presentation

• Full staff training

• Begin all user migration

• Follow up training

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Questions

I would be happy to address any questions . . .

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Thank You…

Russell GreenwaldDirector, IT Consulting Practicergreenwald@insourceservices.com

Insource Services, Inc.148 Linden Street

Wellesley, MA 02482781-235-1490

www.insourceservices.com