Author: Oak & Bluebird

How accurate vehicle tracking data will maximise your Fuel Tax Credit rebate

Posted on by Oak & Bluebird

How accurate vehicle tracking data will maximise your Fuel Tax Credit rebate

If your business operates a large fleet of vehicles, machinery, plant and industrial equipment, you'll be well aware of the high cost of the fuel needed to power these assets. You may also know that eligible Australian businesses can claim tax credits for the fuel they use to run their operations.

However, did you realise that, in many cases, businesses are only claiming the standard rate for fuel tax credits? If this is happening in your business, the good news is that - with a full understanding of how fuel tax credits work, combined with tracking data - your business can maximise its credit claim and legitimately gain bigger tax benefits.

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What are Fuel Tax Credits and how do they work?

Fuel Tax Credits (FTC) provide credit to Australian companies for taxes they've paid on fuel when used in machinery, plant equipment and other vehicles. They can be claimed for eligible fuel purchases used in your business, with the credit amount depending on the type of fuel, when it is used and for what activity.

While the calculations may appear confusing at first, new asset tracking solutions that collect data in real-time help make the process significantly easier. These work by placing sensors on vehicles to track their location and activity, providing the data needed to accurately claim the maximum Fuel Tax Credits that you're eligible for.

How do I calculate Fuel Tax Credits?

There are a few steps in calculating your Fuel Tax Credits. The first is understanding how much fuel you've used, then working out the eligible quantity of fuel to claim credits on. The Australian Taxation Office (ATO) has a calculator that can help you work this out.

Next, you must check which rates apply for your fuel, determined by when you acquired the fuel. To then calculate the amount of fuel tax credits in dollars, multiply the eligible amount by the correct rate and divide the result by 100.

What's the difference between private and public roads?

Businesses can claim a higher tax credit on private roads, as public roads have road user charges to partially cover construction and maintenance, which do not apply to private roads. Accurate reporting of whether your fuel is used on a public or private road can make a difference to your total claimable fuel tax credits.

Classifications of private roads include the following:

  • Truck stops
  • Vehicle depots
  • Farms
  • Mining sites
  • Quarries
  • Logging sites
  • Construction sites
  • Loading docks
  • Council refuse sites
  • Other roads on private property

By correctly identifying the amount of fuel used on private roads, you're able to claim an additional 25.8 cents on every eligible litre of fuel your business uses. This means you can claim 16.5 cents per litre while on public roads and up to 42.3 cents on private roads.

This private road rate of 42.3 cents can also be used for fuel used to power the auxiliary functions of equipment on heavy vehicles, even when the auxiliary usage takes place on a public road. This includes crane trucks operating the crane function, the mixing barrel of a concrete truck or the use of winches, computers and other elevation mechanics on vehicles. The ATO has more information about auxiliary equipment usage here.

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How Connect can maximise your tax rebates

Our asset tracking solution, Connect, helps you track the movement of any assets that use fuel. This gives you the detailed information you need to accurately calculate and maximise your fuel tax credits.

1. GPS-verified data

Connect's GPS tracking devices allow you to capture accurate on-road and off-road travel, fuel consumption, mileage and auxiliary equipment usage. This means you can easily distinguish between public and private road usage for accurate claiming of the maximum fuel tax credits available to your business.

Importantly, six months' worth of accurate and consistent data also provides acceptable evidence for retrospective fuel credit claims to be made if you've under-claimed fuel tax credits in the previous four years.

2. Easy reporting

With real-time GPS tracking, Connect automatically takes detailed data and converts it into simple reporting for accurate fuel tax credit calculations. These insights also provide greater visibility on the fuel usage within your business and significantly reduce admin time and costs. They also offer opportunities to increase fleet efficiency and productivity.

Reports are securely stored and backed up in real-time, so you have the latest data immediately you need it.

3. Eliminate estimates and guesswork

With accurate GPS data, your FTC rebates aren't reliant on guesswork and estimates that could be reducing your claim. With accurate, verifiable data, your business can ensure rebates are maximised and also access previously unclaimed or under-claimed fuel tax credits from the previous four years.

4. Reduce tax risk

By submitting accurate data, you can be more confident in your tax credit claims. You can sleep easier knowing your business is reducing the risk of over-claiming and incurring penalties and interest charges. This is because accurate data and fuel use records are verified and securely stored for evidence of your claims.

Start claiming your FTCs today

Tax time shouldn't be something to dread. We see it as an opportunity to legitimately claim back what you might have overpaid in fuel taxes over the years. It's never been easier using Connect; it allows you to claim the maximum fuel tax credits with confidence and ease.

Do you want to maximise your business's fuel tax credits? Talk to our team today to learn more about simplifying your fuel tax credit claims process and maximising your rebate.

How accurate are GPS trackers?

Posted on by Oak & Bluebird
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    our telematics & GPS tracking solutions. Our vehicle tracking systems have proven reliability and are optimised for the needs of small- to medium-sized businesses. With fleet tracking systems, you can be confident that the information about your vehicles is accurate and timely, allowing you to make informed decisions in the field when routing your vehicles.

    What is GPS Tracking?

    GPS tracking devices connect to the Global Positioning System and communicate via signals. Multiple things can be tracked via GPS, such as people, vehicles, aeroplanes and plant equipment. The accuracy of GPS tracking is very important. Therefore if the signal is affected and the accuracy isn't a hundred per cent, it can have consequences.

    The accuracy of GPS can be affected by multiple things:

      • Being covered by metal
      • The weather
      • Being in a remote area
      • Time of the day - due to the satellite changing position - they orbit around the globe

     

    What is Assisted GPS (A-GPS)?

    A-GPS is a web-based service that significantly improves the performance of a satellite positioning system. It tells your device exactly which satellites are available in which location.

    Through a data connection, the mobile receiver will contact the server and receive support data only for those visible satellites for that receiver. This will allow you to determine your position in less than 6 seconds. This, in turn, reduces the time to get a good signal from 1 minute to 6 seconds.

    GPS Tracking for Businesses

    Small, medium and large businesses implement tracking systems onto their assets in order to gain more control, increase efficiencies and reduce risk.

    Vehicle Tracking Systems

    For a business, being able to monitor the whereabouts of their vehicles is important. Transport Managers are able to see the location of their fleet on a live map, to be able to make informed decisions, such as: who is closest to a delivery drop and where the traffic is in order to take a different route. Therefore, if the GPS trackers are not 100% accurate in real-time, the business could be in trouble with a lack of control over their vehicles and employees.

    On top of vehicle tracking, companies can invest in Radio Frequency Identification (RFID) readers in order to be in control of who was driving the vehicle, in case of a speeding ticket or mileage records for the tax authorities.

    Plant and Equipment tracking

    Being able to track plant and equipment is effective for businesses with regards to knowing when the assets require servicing and maintenance rather than having to remember off the top of your head when exactly it is. GPS tracking also enables businesses to see the exact amount of usage the assets have in order to ensure accurate invoicing.

    Tool tracking

    Besides, tracking tools are effective for businesses in case they have lost or misplaced their tools. It is also effective for inventory to see where each tool is.

    Conditions That Affect GPS Tracking Accuracy

    GPS uses the frequency of radio signals to determine the location of a device. This means that the GPS device can make these calculations by measuring the time it takes for radio signals to be received from several satellites orbiting the Earth. These satellites transmit signals to each other, and the GPS device can measure these transmissions to calculate the precise location of the device.

    GPS is not dependent on weather conditions, but accuracy may be slightly altered in areas where there isn't a clear line of sight to the sky, such as in big cities, underneath bridges, inside tunnels, or even deep in wooded areas. Some common locations that notoriously experience GPS location inaccuracies are:

      • below high buildings
      • under tree cover
      • near land formations like valleys and mountains
      • inside tunnels
      • inside parking garages

    Ultimately, most GPS tracking devices are accurate to within three meters, allowing users to have fairly accurate location information. While operating in low-accuracy areas can negatively affect your results, GPS tracking technology has evolved to ensure stronger signals and greater accuracy.

    How GPS Tracking Works in Vehicles

    Vehicle tracking systems function by using GPS signals emitted from the device and received by the GPS satellite network. Once the satellites determine the device's position, the information is sent via a cellular network to the cloud server which updates the device location on a map displayed on a computer, tablet, or smartphone so the owner can monitor it.

    GPS tracking has improved in accuracy in recent years because of advanced technology, increased GPS satellites, and better cellular networks.

    GPS Tracking for Business

    With the increased accuracy of GPS vehicle tracking, this technology has many uses in business, helping to increase efficiency and peace-of-mind.

    Asset Management

    Businesses can use GPS trackers to monitor the whereabouts and movement of important assets like expensive equipment that belongs to the company. This allows users to keep tabs on equipment, especially if it's located in vulnerable positions, such as on a construction site. Users can also set up notifications to be sent in the event that the equipment is in motion or relocated, ensuring that the movement can be monitored if it is authorised, or new locations can be identified if the equipment is stolen.

    Fleet Coordination

    GPS tracking technology can be used to help business managers manage the locations of their fleet of vehicles at all times, with fleet tracking. Tracking company vehicles and knowing how fast they travel, which routes they take, how long they remain idle, etc., provides incredibly valuable data to business managers who are looking to improve fleet efficiency and customer service. For example, companies that offer driver and delivery services are able to use this information to dispatch drivers in the area to handle jobs nearest to them, thereby decreasing wait times and improving customer service. Some technology even allows customers themselves to see the location of their service provider.

    Claims Disputes

    Using GPS tracking can also offer an added layer of security for businesses as it can provide the needed evidence for claims disputes. For example, suppose a company vehicle is involved in an altercation, is accused of unauthorised activity, or receives a review from a customer that disagrees with the driver's claim. In that case, GPS tracking data can effectively settle the dispute and provide accurate information for the company, customer, and, in extreme cases, the courts. Having location, speed, and route information provides managers with the evidence they need.

    The precision of GPS (Global Positioning System) refers to the level of distance GPS displays to the actual location of the tracked object. On the list of key points and benefits of a GPS device are its accuracy, precision and reliability. The Global Positioning System (GPS) faults and errors can be decreased to a sufficiently little amount, that the system offers excellent results in business-oriented purposes. For almost any GPS Unit to work the antennae requires a crystal clear look at the sky to connect to the satellites.

    That's why GPS won't work inside buildings. GPS devices calculate your location by analysing the distance between the GPS tracking receiver and at the least four more GPS System satellites. The geostationary satellites broadcast radio impulses to the GPS Tracking devices regularly, allowing the location computations to happen. Initially, GPS started as a military services guidance system; however, over the years, it developed into an advanced navigation and location system. GPS receivers are now considered as consumer electronics and today almost every fleet company utilise GPS tracking devices in their vehicles.

    There are a variety of factors affecting accuracy and reliability regardless of what GPS receiver is being utilised for. The GPS radio signals go through different air and weather conditions while travelling to the Earth. These conditions can often delay the GPS signals and therefore affect the accuracy of a GPS Tracker. The geometry of the geostationary satellites used will likely differ with time as well. The GPS System has a larger selection of satellites available if you are out in the centre of a large field, as opposed to sitting in a cafe in Sydney, Australia. You're going to get much better positions if the geostationary satellites you happen to be linked onto aren't grouped in one part of the sky.

    Therefore, the more sky view you have, the more satellites to link with, and the more precise your GPS Tracking Device is going to be. Cities and metropolitans can also cause glitches on GPS tracking where the GPS Tracking signals can bounce off of the buildings. For vehicle GPS tracking devices, the accuracy has to be sufficient to track the positioning up against the identified map saved in the GPS Tracking platform used.

    The A-GPS receivers on Apple iPhones have progressively enhanced from the iPhone 3 towards iPhone 7 in the past years. A-GPS is probably the most precise of the three GPS programs on your smartphone. A-Gps System functions a little differently compared to typical portable GPS Tracker Device receivers. The cell phone network provides the guidance location. When linked to a cellular network, the mobile phone will download information in regards to the actual locations of satellites.

    This gives the phone to lock in on a location of a satellite a lot more swiftly than it could in any other case. The GPS features of a cell phone can still be utilised if the cell network is inaccessible at that given time. Having said that, when disconnected from a network, your smartphone will require several minutes to establish a link to 4 satellites to determine GPS location.

    The effectiveness of a GPS signal is presented in decibels. By the time the signals have travelled the 22,200km from the GPS satellite to Earth's surface, the sign gets weaker as poor as -125dBm to -130dBm, even during clear open skies. In the city, developed urban environments or below forest cover, the signal can fall to as low as -150dBm. For the signal presentation, the greater the negative value, the less strong the transmission is. At these low levels, some GPS devices may have difficulty in obtaining a working link but might be able to continue GPS tracking if a signal was initially acquired in the open environment. A high-quality and sensitive GPS receiver can acquire signals from satellites down to −155 dBm, and tracking can be carried on down to ranges approaching −165 dBm.

    To determine the distance and location, the GPS System receiver collects data from each and every satellite. The receiver initially calculates the time these GPS signals has taken to reach the device. It does this by subtracting the difference between the time at which the signal was sent; this time is contained in the signal message. Then it calculates the time the signal was acquired, by using an internal time clock. Because the signals travel at the speed of light, even 1-millisecond miscalculation means a 300km inaccuracy of the calculated distance. To reduce this tiny error level, you would need an atomic clock.

    However, not only is this impracticable for consumer GPS tracker products, the GPS System satellites provide signals only about every ten nanoseconds. During this time, a signal would travel 3 meters, which in the total to a significant error. It is for specifically this reason why at the least four GPS satellites are necessary. The extra satellites are utilised to assist correct for the mistakes and glitches. Although hardly ever released to media, the GPS Tracker device receivers must include coded error correction algorithms. In textbooks, one GPS satellite seems to provide the correct location, but in reality, signs must be received from a minimum of 4 satellites in order to accurate for glitches.

    As mentioned previously, usually the more satellites found in determining your position, the higher the level of accuracy, precision and reliability. As the GPS satellites orbit around planet Earth, the number of satellites in line of sight under optimal circumstances naturally varies. The positioning of the satellites is totally out of our hands, yet it's worth identifying this to be an element impacting on precision. For instance, this is one of the many reasons two GPS Device tracks recorded at different times will differ. If you have time, it may be worth documenting a track a second time or even more and calculating the results. A new generation of satellites are being launched, that promise a great increase to not just the accuracy, but also the availability of GPS. Designated as GPS III, a group of 30 new satellites will replace the currently ageing satellites that have been placed in the orbit in the past 40 years.

     

    Accuracy of Smartphones and Navigation Systems vs. GPS Trackers

    Moderns smartphones use a combination of GPS, cell networks, Bluetooth, as well as large databases of WLAN networks to determine location. To get these databases, Google and Apple collect large quantities of user data. Tractive GPS doesn't collect any such user data and only makes use of GPS and cell network signals to locate your pet.

    Automotive navigation systems are optimised for street navigation. Imprecise positions away from roads are corrected automatically to match up with the street map. This leads to more accurate route recordings. Since pets frequently travel away from roads, similar route optimisation isn't possible for pet trackers.

    Smartphones and navigation systems show the GPS positions directly on the built-in display. Pet trackers need to transmit the GPS data to the smartphone of the pet owner before it can be displayed. Because this requires a lot of energy, it can only be done at certain time intervals. As technology continues to develop, users are increasingly able to track devices with accuracy. The technology is expected to continue to improve, providing users with even more peace-of-mind than ever before.

    To learn more about GPS tracking accuracy, we encourage you to check out our bank of GPS tracking learning articles. You can also contact our team directly to ask your questions. We're always here to help!

    Don’t risk disconnection – move to the NBN now!

    Posted on by Oak & Bluebird

    office Don't risk disconnection - move to the NBN now!

    With the rollout of the National Broadband Network (NBN) in Australia, your existing phone system may no longer be compatible with the Internet infrastructure.

    Once your area is ready for the service, you will only have up to 18 months to switch to an NBN compatible phone system. So it's imperative to switch well before the cut off date, or you'll risk being disconnected.

    Read on to find out more about the NBN network and what you need to do to stay connected.

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    Are Your Devices Compatible with the NBN?

    NBN involves the use of new technologies. This means the phone services you use now may be incompatible with the new infrastructure. In that case, the transition will affect your business if you don't migrate to NBN.

    Unfortunately, connecting to the NBN is not automatic, so it is up to you to find out whether your device is NBN compatible.

    This is where we can help. We will check all your devices for compatibility and help you migrate to the NBN service network. We will also advise you on the most suitable solution ideal for your business needs.

    Check if your special equipment is compatible to the NBN

    While migrating common devices such as phones, laptops and computers is straight-foward, if you have special equipment that operates on a landline phone connection, you will need to check with both your service and device providers whether they will still be compatible with the NBN network. Contact your device providers to check if you need upgrading. 

    We will help guide you through this checklist to prepare you for the NBN connection. Once you have signed up to a plan that suits your business needs, we will work with NBN Co to arrange a technician to install your new service.

    The devices you need to check:

    • Auto-dealers, medical alarms, or emergency call buttons

    • Lift emergency phones

    • Monitored fire alarms

    • Business security monitoring systems

    • EFTPOS or health claim terminals

    • Existing landline phone services

    • Fax and teletypewriter devices

    Reach out to the service provider of any special equipment to find out if your devices are compatible with the NBN. Following this, you will work with your service provider to migrate to the NBN.

    If you are not the owner of the premises where you do business, you can inform the landlord that the building needs registration. And if you are leasing a business premise, you need to seek your landlord's permission before installing the NBN equipment.

    What Disconnection Would Mean to your Business

    Many Internet and landline services offered via cable or Telstra's copper broadband networks will stop working. However, the NBN rollout will not affect the services provided over the satellite, wireless, mobile, or fixed-line networks.

    An unplanned disconnection may have serious ramifications for your business including:

    • Lost revenue

    • Loss of service to your customers

    • Damaged business reputation

    • Lost employee efficiency

    Note that the moment your area is ready for service, NBN will give you only 18 months to move to their network.

    Once you place your order, your existing services will still be available for up to 6 months as you wait for the NBN service.

    Why Choose Us?

    We offer a wide range of IT solutions, and we will help you migrate from your current system to the NBN system without a hitch.

    With our secure private cloud solutions, we will ensure your data is secure by storing it in Government graded (Tier 3) data centres based in Australia and with back-ups in place.

    All our hosting and support are in Australia. When the system is down, we will be able to pinpoint where the problem is and act fast.

     Other benefits you will enjoy from us include:

    1. Cost savings: With a traditional phone service, you often pay for local, long-distance and international calls. With SIP, the new communications technology compatible with NBN, pricing is cheaper and costs can be anticipated more accurately.

    2. Immediate ROI: SIP technology requires minimal upfront capital investment.

    3. Network consolidation: SIP lets you combine your voice and data into a single network, saving costs.

    4. No expensive hardware or infrastructure: Traditional phone services may need new phone lines, mobile devices for remote employees and other telecommunications' equipment.

    5. Mobility: With SIP, you can use a proxy (localised) phone number. Our phone system solution offers flexibility, giving you the option to transfer your existing phone numbers should you move office. Not only does this save time and cost, our solution can consolidate your business locations and remote workers into a single network.

    6. Unified communications: SIP acts as a gateway for IP-based communications (data sent over the Internet). Benefits include collaboration apps, instant messaging, mobility, and other versatile, cloud-based applications for business productivity.

    7. Reliability: As there is no physical infrastructure, SIP isn't vulnerable to outages.

    8. Easy management: SIP, with VoIP phones (digitally enabled telephone lines), let you manage your own network, including call routing, changing extensions or adding phone lines.

    9. Advanced features: These include easy setup of call unattended, integration with your CRM, and voicemail to email.

    10. Top technology: Our uses Mitel or Yealink - both excellent brands. These come in the Express, Executive and Enterprise ranges designed to suit the size of your business.

    Document Management FAQ – Frequently Asked Questions

    Posted on by Oak & Bluebird
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      Frequently Asked Questions about Document Management Systems

       

       

      What is Document Management?

      Document Management is the process of managing documents through their lifecycle, from inception through creation, review, storage and dissemination all the way to their archival or weeding out.

      How could my company or organization benefit from using a document management system?

      It can help you and your company be more efficient with your time which will save you money. Document management systems can: capture, index, retrieve, edit, annotate and distribute the paper, electronic documents and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet link other software to your document management system for a customized solution and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet link other software to your document management system for a customized solution and even distribute large amounts of information in a wide range of formats using CD or DVD technology. Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file (such as .tif) and filed electronically onto computer storage hardware. You can easily retrieve, annotate, index and archive these files.

      What are the benefits of using a document management system?

      It can help you and your company be more efficient with your time which will save you money. Document management systems can: 

        • capture, index, retrieve, edit, annotate and distribute the paper, electronic documents and images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or the internet

       

        • link other software to your document management system for a customized solution

       

        • And even distribute large amounts of information in a wide range of formats using CD or DVD technology.

       

      Document management is a way to easily manage your paper files electronically and create more office space as well as saving time instead of spending precious minutes trying to find that paper document. Paper documents are scanned in and made into an image file (such as .tif) and filed electronically onto a computer storage hardware. You can easily retrieve, annotate, index and archive these files.

      My company wants to manage its documents more effectively and is looking into a document management system.

      Where do we begin and what do we look for?

      First answer these questions: 

            • Why do you think you need a document management system?

           

            • Where do you want it installed?

           

            • How many people will need to use this? 

           

           

          What will you use it for?Who will be in charge of it and maintain it?

       

        1. Now do research to find out which document management system is best for you. While choosing the product, keep in mind how many people you will want to have access to the document management system and start writing a plan to implement this system. Keep your plan simple. Save the bells and whistles until after you have the basic system implemented. 
        1. You can book a document management strategy session with us today.
        1. Once you know what system you will go with, refine your document management implementation plan.
        1. Install the system and make sure everyone who will use the system gets the proper training. Learn the system inside and out.

       

       

      How do I prepare my business in case data loss or breach disaster strikes?

      There are some things you can do that will help you in case a disaster ever strikes your business or organization. Ask yourself these questions: 

        • If disaster comes our way, what information or data is necessary for us to run this organization or do our tasks?
        • How important are your client and employee records, accounting and other company information? 
        • How can we store this critical information so that we can 'proceed as normally possible' even if disaster strikes our business?

       

      Always back up this information onto another media source, one that may stay in the office, but also onto a server that may be offsite or onto media that can be taken and stored offsite. One thing you must plan is how often you will backup this information. Having a few different off-site locations where this information is stored or backed up will help protect your time and financial investments. 

      What is backfile conversion?

      When a document management system is initially implemented, there is usually a lot of existing documents and information. The scanning of these old documents or converting of data from one format to a format accepted by the new document management system so they can be stored and retrieved electronically is called backfile conversion.

      How much time will we actually save?

      More time than you might expect. A typical employee spends 30-40% of his or her time searching for documents-in email, hard drives, and filing cabinets. This doesn't factor in the subsequent time it will take to scan, copy, send, or re-file the document.

      Wouldn't it be nice to get that time back and put it to better use? With the right document management system, you can!

      What types of documents can be stored?

      Our document management system caters to whatever kind of document you can imagine, including scanned images of paper documents, contractual documents, word-processing files, graphics files, marketing files, spreadsheets, PDF files, text files, photographs, customer service records, maintenance records, product development records, patents, patient records, engineering drawings, legal records, student transcripts, accounting records and material safety data sheets, to name only a few.

      If a user has the appropriate security access, he or she can retrieve any file in a manner of seconds. And because we support a vast array of scanner types there is truly no limit to the kinds of documents that you can capture and store.

      When Should I Use a Document Management System?

      A document management system should be used to remove any paper-dependent processes in industries with paperwork-intensive processes or document-embedded routines.

      Most Our customers decided to take the leap to a paperless office when the paperwork exceeded the capital to manage it effectively.

      By taking documents into a secure, digital context, a fewer number of employees can complete a greater number of document-related tasks and projects-hence the value in a document management system.

      Why Is Document Management Important?

      On a macroeconomic level, document management, if adopted in mass, is one of the few technologies that can increase GDP without causing environmental harm. In fact, the entire accounting industry has added value to its profession by augmenting the skill set of its practitioners through the efficiency that document management systems provide.

      Additionally, as security breach threats are on the rise, document management systems play an important role in simplifying compliance and safeguarding client and customer information through secure file sharing and role-based permissions.

      Although paper documents may seem safer because they are tangible, this simply isn't the case as they expose an entirely different avenue for breach-the traditional office break-in.

      Aside from the gains businesses achieve in return on investment, simplified compliance, and streamlined processes, document management system adoption in mass will be beneficial for the environment.

      As organizations hang their hats on environmental conscientiousness in increasing numbers, document management solutions are important in preserving both the environment and the trust consumers place in businesses.

      How Does a Document Management System Reduce Costs?

      A document management system reduces operating expenses and the costs of noncompliance. When you couple the eliminating of trips back and forth to printers and fax machines with the elimination of time spent searching for paper-dependent information (or losing) paper-dependent information and needlessly re-creating it, the annual savings usually surpasses $10,000 for even small, 1 to 5-employee businesses.

      What is records management?

      Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.

      The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive).

      Records Management incorporates the practice of identifying, classifying, providing access to, archiving, and sometimes the controlled destruction of records.

      How long should I keep my records?

      It depends on the type of record, your industry and its regulations. Generally, records should be kept for seven years, but some records need to be kept for much longer and some for less time. If a record is of historical value, you may retain the record indefinitely.

      We record retention experts can work with your company to help establish a compliant records retention schedule for your organization.

      What is a record retention program?

      A retention program is a well-documented program that tracks records from their inception to their destruction. An inventory of the records disposed of is maintained, including certification that they have been destroyed. Records should never simply be discarded. Most organizations use processes including pulverization, paper shredding or incineration.

      What is electronic document management?

      Electronic document management is a collection of policies and processes focused on managing documents in digital form. This function is performed through a computer system or other type of technology, typically an EDMS.

      What is electronic document imaging?

      Electronic document imaging refers to the conversion of paper documents to digital images-in other words, the output of this practice feeds into electronic document management. In some cases, this may also include optical character recognition (OCR), which transforms words in document images into readable text. The need for electronic document imaging is lessening as companies and industries as a whole turn more to digital systems and processes.

      What does EDMS mean?

      EDMS stands for electronic document management system. In some cases, people might also use EMDS to stand for electronic document management software. However, both terms are referring to the same digital solution.

      What are the typical features of an EDMS?

       

        • Storage of a variety of file types. Even within a given industry or line of business, people use several different files-images, PDFs, Word documents, CAD drawings, medical records, etc.
        • Keyword search and tagging. Tagging helps classify and organise documents, while search helps you discover a specific file. It's essential to be able to quickly find stored documents, especially as the number scales into the hundreds, thousands, and so on. 
        • File permissions. Documents can often be sensitive, which is why file permissions are important. You should be able to limit access to files based on user roles (e.g., manager, bookkeeper), user groups (e.g., finance, human resources), or specific users. 
        • Synchronous document collaboration. Oftentimes it's more efficient to have more than one person work on a single document at the same time, especially if they need input from one another to produce a cohesive piece. 
        • Auditability. Whether due to compliance or security concerns, having a digital paper trail is important. A robust EDMS tracks user actions. 
        • Security. Given the sensitivity and confidentiality of company data, an EDMS allows for secure file storage. 
        • Intranets. Some EMDS solutions have more advanced features, like the ability to set up a company intranet. An intranet gives your company the ability to go beyond just sharing files-you can engage with people across the organisation, share knowledge, and more. The EDMS may also enable you to create smaller, customised workspaces within your intranet for specific workgroups or teams.  

       

      What is a document management system?

      A document management system is an electronic filing system that an organization can use to organize all their paper and digital documents. The software uploads all hard copy documents through a scanner. A document management system enables you to enter tags and metadata that are used to organize all stored files.

      Document management systems come with build-in search engines that enable users to navigate their vast document libraries to access the appropriate files. They also come with permission settings that ensure that only the right persons can access valuable information.

      Some of the essential features of a document management system include:

        • Keyword search.
        • Monitoring tools to allow you to see which users are accessing your documents.
        • Permissioned access to valuable documents.
        • Storage of different types of documents such as emails, spreadsheets, word processing files, and pdfs.
        • Support for accessing, sharing, and editing documents.
        • Version control tools that track edits to documents and help to recover older versions.
        • Controls that regulate when outdated documents are deleted.

       

      What should you look for in a document management system?

       

        • Security - the document management system should allow you to determine who can use specific files and folders. You must be able to set access permissions for different employees.
        • Ease of use - a good document management system should not be too difficult for your employees to use. It is hard to get complete buy-in from your staff when the software is difficult to use.
        • File structure - you should choose a document management software that has an easy-to-use file structure that your employees understand easily.
        • Scanning - any document management system worth having will have a variety of scanners to help with uploading hard-copy documents.
        • Searching - your document management system should provide you with a quick and easy way of finding files. It should be possible to search for documents through the file name, content inside the file, and the date it was last modified.
        • Mobile access - there is a high chance that your staff will need to access documents from their tablets and smartphones. You should, therefore, choose a document management system that supports multiple devices.

       

       

      What document management issues does your software solve?

      There is more to document management than buying and installing software. You have to ensure you get a solution that fulfils the document management needs in your company. To identify the issues you need to address, ask your employees what problems they encounter on a day-to-day basis.

      A document management system should:

        • Enable employees to follow and maintain your organization's style guides for documents.
        • Provide online backup for physically stored documents.
        • Allow for proper archiving of outdated documents.
        • Enable employees to follow the proper procedures for sharing documents.
        • Provide electronic procedures that ensure only authorized people can access critical files.

       

       

      What Other Terms Are Used to Refer to an EDMS?

      EDMSs are commonly referred to as:

        • Record management systems
        • Electronic records management systems
        • Document management systems
        • File management systems
        • Document control systems
        • Document tracking systems and services
        • File storage systems

       

      Each of these denominations has its corresponding acronym, which can be used interchangeably with EDMS (although this is not recommended unless you wish to drive everyone around you crazy ).

      Examples of EDMS

      EDMSs are among the most widely used systems in the world, and software products within this space are easy to find. Some of the most common examples include:

       

      I'm aware that purists are about to jump at my neck for including products like Google Drive or Microsoft OneDrive in this list but allow me to explain.

      These tools might not be flexible or powerful enough to be considered enterprise-gradeEDMS, but do provide the core functionalities we often find in such programs.

      On a related note, they have been validated by thousands of users in this capacity, and it's hard for me to turn a blind eye on this fact when it comes to providing recognizable EDMS examples.

      This is what cuts it for me: if millions of users are leaning on products like Google Drive to manage their electronic documentation, who am I to call them wrong?

      What Are The Benefits of EDMS?

      This might sound like a self-explanatory question, but trust me, it isn't. The main benefit an EDMS brings to the table can be summed up to keeping documents and files organized, accessible, and safe.

      Organizations of all kinds produce incredible amounts of paperwork, and keeping everything a few clicks away is not just beneficial, but logical.

      In turn, the negative effects of lacking an appropriate EDMS can be devastating.

        • 82% of workers say that navigating through different systems to access the current version of a document affects productivity
        • 83% had to create a document that already existed because they were unable to find it on their corporate system
        • 88% say they'd benefit if they could search for their documents in one place

      The loss of productivity associated with poor documentation management is immense, and the bigger the organization, the larger the damage. A 2018 survey showed that:

        • 49% of employees have trouble locating documents
        • 43% have problems with document approvals and sharing
        • 33% struggle with versioning

      Needless to say, a system is not the answer to every problem. Appropriate training, motivation, and other factors play a role too.

       

      Disadvantages of Cloud Computing

      Posted on by Oak & Bluebird
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        If you want to deliver digital services of any kind, you'll need to estimate all types of resources, not the least of which are CPU, memory, storage, and network connectivity. Which help you choose for your delivery - cloud-based or local - is up to you. But you'll want to do your homework first. You'll need to understand the pros and cons of cloud computing and how to contextualize any existing disadvantages.

        Cloud computing has benefited many enterprises by reducing costs and focusing on one's core business competence rather than IT and infrastructure issues. Despite the general hype on the subject across the IT world, cloud computing can be disadvantages, especially in smaller operations. Let's take a look at the pros and cons of cloud computing and show you how to understand and contextualize any existing disadvantages.

        This article will explore some of the critical disadvantages and share tips and best practices that your teams can employ to address them. You can streamline this process by using a thorough, process-built approach to understanding cloud security, such as Cloud Academy's Security - Specialty Certification Preparation for AWS Learning Path.

        Disadvantages of cloud computing explained

         

        1). Downtime

        Downtime is often cited as one of the most significant disadvantages of cloud computing. Since cloud computing systems are internet-based, service outages are always an unfortunate possibility and can occur for any reason.

        Can your business afford the impacts of an outage or slowdown? An outage on Amazon Web Services in 2017 cost publicly traded companies up to 150 million dollars. Unfortunately, no organization is immune, especially when critical business processes cannot afford to be interrupted. In June and July of 2019, many companies and services were hit by outages, including Cloudflare (a significant web services provider), Google, Amazon, Shopify, Reddit, Verizon, and Spectrum.

        Best practices for minimizing planned downtime in a cloud environment

         

          • Design services with high availability and disaster recovery in mind. Leverage the multi-availability zones provided by cloud vendors in your infrastructure.
          • If your services have a low tolerance for failure, consider multi-region deployments with automated failover to ensure the best business continuity possible.
          • Define and implement a disaster recovery plan in line with your business objectives that provide the lowest possible recovery time (RTO) and recovery point objectives (RPO).
          • Read the fine print on your Service Level Agreement (SLA). Are you guaranteed 99.9% uptime or even better? That 0.1% downtime equals about 45 minutes per month or around eight hours per year.

         

        2). Security and privacy

        Although cloud service providers implement the best security standards and industry certifications, storing data and important files on external service providers always opens up risks. Any discussion involving data must address security and privacy, especially when it comes to managing sensitive data. We must not forget what happened at Code Space and the hacking of their AWS EC2 console, which led to data deletion and the company's eventual shutdown.

        Their dependence on the remote cloud-based infrastructure meant taking on the risks of outsourcing everything.

        Of course, any cloud service provider is expected to manage and safeguard the underlying hardware infrastructure of a deployment. However, your responsibilities lie in the realm of user access management, and it's up to you to carefully weigh all the risk scenarios.

        Though recent breaches of credit card data and user login credentials are still fresh in the public's minds, steps have been taken to ensure the safety of data. One such example is the General Data Protection Rule (GDPR), which was recently enacted in the European Union to provide users with more control over their data. Nonetheless, you still need to be aware of your responsibilities and follow best practices.

        Best practices for minimizing security and privacy risks

         

          • This is important: Understand the shared responsibility model of your cloud provider. You will still be liable for what occurs within your network and in your product.
          • Implement security at every level of your deployment.
          • Know who is supposed to have access to each resource and service, and limit access to the least privilege. If an employee goes rogue and gains access to your deployment, you would want their impact to be over the smallest area possible.
          • Make sure your team's skills are up to the task. The Top 10 Things Cybersecurity Professionals Need to Know is a great article to understand how to mitigate security and privacy concerns in the cloud.
          • Take a risk-based approach to certain assets used in the cloud and extend security to the devices.
          • Implement multi-factor authentication for all accounts accessing sensitive data or systems.
          • Encryption, encryption, encryption. Turn on encryption wherever you can - easy wins are on object storage such as Amazon S3 or Azure Blob Storage, where customer data often resides. The simple act of turning on encryption on S3 could have prevented the Capital One data breach in July 2019 that exposed 100 million users' information.

         

         

        3). Vulnerability to attack

        In cloud computing, every component is online, which exposes potential vulnerabilities. Even the best teams suffer severe attacks and security breaches from time to time. Since cloud computing is built as a public service, it's easy to run before learning to walk. After all, no one at a cloud vendor checks your administration skills before granting you an account: all it takes to get started is generally a valid credit card.

        Best practices to help you reduce cloud attacks.

         

          • Make security a core aspect of all IT operations.
          • Keep ALL your teams up-to-date with cloud security best practices.
          • Ensure security policies and procedures are regularly checked and reviewed.
          • Proactively classify information and apply access control.
          • Use cloud services such as AWS Inspector, AWS CloudWatch, AWS CloudTrail, and AWS Config to automate compliance controls.
          • Prevent data exfiltration.
          • Integrate prevention and response strategies into security operations.
          • Discover rogue projects with audits.
          • Remove password access from accounts that do not need to log in to services.
          • Review and rotate access keys and credentials.
          • Follow security blogs and announcements to be aware of known attacks.
          • Apply security best practices for any open source software that you are using.
          • Again, use encryption whenever and wherever possible.

         

        These practices will help your organization monitor for the exposure and movement of critical data, defend crucial systems from attack and compromise, and authenticate access to infrastructure and data to protect against other risks.

        4). Limited control and flexibility

        Since the cloud infrastructure is entirely owned, managed, and monitored by the service provider, it transfers minimal control to the customer.

        To varying degrees (depending on the particular service), cloud users may find they have less control over the function and execution of services within a cloud-hosted infrastructure. A cloud provider's end-user license agreement (EULA) and management policies might impose limits on what customers can do with their deployments. Customers retain control of their applications, data, and services but may not have the same level of control over their backend infrastructure.

        Best practices for maintaining control and flexibility

         

          • Consider using a cloud provider partner to help with implementing, running, and supporting cloud services.
          • Understand your responsibilities and the cloud vendor's responsibilities in the shared responsibility model to reduce the chance of omission or error.
          • Make time to understand your cloud service provider's basic level of support. Will this service level meet your support requirements? Most cloud providers offer additional support tiers over and above the necessary support for an additional cost.
          • Ensure you understand the SLA concerning the infrastructure and services you're going to use and how that will impact your agreements with your customers.

         

         

        5). Vendor lock-in

        Vendor lock-in is another perceived disadvantage of cloud computing. Easy switching between cloud services is a service that hasn't yet completely evolved, and organizations may find it difficult to migrate their services from one vendor to another. Differences between vendor platforms may create difficulties in relocating from one cloud platform to another, which could equate to additional costs and configuration complexities. Gaps or compromises made during migration could also expose your data to other security and privacy vulnerabilities.

        Best practices to decrease dependency.

         

          • Design with cloud architecture best practices in mind. All cloud services provide the opportunity to improve availability and performance, decouple layers, and reduce performance bottlenecks. If you have built your services using cloud architecture best practices, you are less likely to have issues porting from one cloud platform to another.
          • Properly understand what your vendors are selling to help avoid lock-in challenges.
          • Employ a multi-cloud strategy to avoid vendor lock-in. While this may add both development and operational complexity to your deployments, it doesn't have to be a deal-breaker. Training can help prepare teams to architect and select best-fit services and technologies.
          • Build-in flexibility as a matter of strategy when designing applications to ensure portability now and in the future.
          • Build your applications with services that offer cloud-first advantages, such as modularity and portability of microservices and code. Think containers and Kubernetes.

         

        6). Cost concerns

        Adopting cloud solutions on a small scale and for short-term projects can be perceived as being expensive. However, the most significant cloud computing benefit is in terms of IT cost savings. Pay-as-you-go cloud services can provide more flexibility and lower hardware costs, but the overall price tag could end up being higher than you expected. Until you are sure of what will work best for you, it's a good idea to experiment with various offerings. You might also make use of the cost calculators made available by providers like Amazon Web Services and Google Cloud Platform.

        Best practices to reduce costs

         

          • Try not to over provision your services, but rather look into using auto-scaling services.
          • Ensure you have the option to scale DOWN as well as UP.
          • Pre-pay and take advantage of reserved instances if you have a known minimum usage.
          • Automate the process to start/stop your instances to save money when they are not being used.
          • Create alerts to track cloud spending.

         

        Disadvantages of cloud computing: Closing thoughts

        Many organizations benefit from the agility, scale, and pay-per-use billing that cloud services offer. However, as with any infrastructure service, cloud computing's suitability for your specific use case should be assessed in a risk-based evaluation. Build-in time for research and planning to understand how the cloud will affect your business.

        10 Disadvantages & Risks of Cloud Computing

        Have you ever asked where precisely a company stores all data until the virtual world's activities? The answer is cloud computing. Cloud computing is where information is permanently stored on a server on the Internet and stored temporarily on a user's computer or clients such as desktops, tablet computers, notebooks, wall computers, handhelds, sensors, monitors and others.

        However, there are disadvantages of cloud computing behind this technology. Before it's explained, let's see about cloud computing overview.

        What is Cloud Computing?

        Cloud Computing is a combination of computer technology (computing) and Internet-based development (cloud). Cloud is a metaphor for the Internet, as is the cloud that is often depicted in computer network diagrams.

        Cloud computing is a general concept of other recent technology trends widely known to include SaaS, Web 2.0, with the general theme of being dependent on the Internet to provide users with computing needs. For example, Google Apps offers available business applications online that are accessed through a web browser with software and data stored on the server.

        As the cloud in the computer network diagram, cloud in Cloud Computing is also an abstraction of the complex infrastructure that is hidden. It is a computational method in which information technology-related capabilities are presented as a service so that users can access them via the Internet without knowing what is inside, being expert with them, or having control over the technological infrastructure that helps them.

        Cloud computing systems are using an Internet-based service to support business processes. The words "Cloud" refer to the cloud symbol in the IT world used to describe the internet network or internet cloud.

        It is clear that every system has advantages and disadvantages, and cloud computing is not an exception. Its benefits for business, such as minimizing public infrastructure investment costs so that companies can be more focused on aspects of its functionality. SaaS services enable rapid development and implementation of applications to increase productivity, open new markets for information technology development service industries, increase the use of these SaaS services, increase the use of internet bandwidth, and integrate applications with various devices. However, everything has its weakness include cloud computing. Cloud computing pros and cons are debated to its user. What are the disadvantages of cloud computing?

        Disadvantages of Cloud Computing

        There are benefits from cloud computing usage, but it is undeniable that this system also has some disadvantages. The risks of cloud computing you should know, such as:

        #1. Risk of data confidentiality

        There is always a risk that other people can access user data. So data and cloud protection must be useful because if it won't be dangerous for data confidentiality.

        #2. It depends on an internet connection

        The Internet is the only way to cloud computing. When there is no internet connection in your place or the internet path to the cloud provider is in trouble, automatically access to your cloud computing machine will be disconnected. Now, this is where the biggest obstacle is happening in developing countries and remote areas that do not have good internet access. And the weakness of the public cloud is where everyone accesses the same server and server and will increase the risk of attack and down the server.

        #3. The level of security

        Secrecy and security are among the most doubtful things in cloud computing. Using a cloud computing system means we are entirely entrusted with data protection and confidentiality to companies that provide cloud computing servers. When you experience a problem, you cannot sue the server for errors in the data. When you experience pain, you cannot sue the server for errors in the data.

        #4. Compliance

        This refers to the risk of a level compliance deviation from the provider against the user's regulations.

        #5. Vulnerable in the event of an attack

        There are many arguments against cloud computing, one of which is computing because the Cloud Computing work system is online. Each component of Cloud Computing can be exposed to a wide range, a wide-open opportunity for attacks on data or activities stored on the server. When hackers carry out an attack, the problems that occur are data security and data privacy.

        #6. Data Mobility

        This refers to the possibility of sharing data between cloud services and how to retrieve data if one day, the user makes a process of terminating cloud computing services. And there is local storage where the data can be used at any time as needed.

        #7. Technical problem

        Besides that, Cloud Computing makes you unable to manage it yourself when there is a problem or a problem; you must contact customer support who is not necessarily ready 24/7. This is a problem because for some help you also have to pay more money.

        #8. Low Connection

        It does not work well if the connection is slow. The quality of cloud computing servers is one of the most important considerations before we decide to provide a cloud computing server service providers. When the server is down or the performance is not right, we will be harmed because of low server quality.

        Well, that's the advantages and disadvantages of using Cloud Computing services. The use of the cloud is all just good; there is also a shortage of cloud. However, never be afraid to use what is called Cloud Computing. What readers need to note is that there is no single safe and sound system. If there is a safe and fair system, there is no need for a system update and bug fixes.

        What Type of Businesses Get Impact of Cloud Computing Disadvantages?

        Marketplace companies such as Amazon, Alibaba and Airbnb have considered cloud computing risks and benefits. Quoting from Hitwise.com, Amazon did over 17 million transactions made on Amazon over Prime Day 2018, and all of them were done online. Imagine if there was a problem like a server that had to be down for some time, Amazon could lose millions of dollars. This can also happen to Alibaba, Airbnb and e-commerce, and various other online-based marketplaces that make transactions online.

        Also, for health companies, patient data is a confidential matter and privacy. Disadvantages of cloud computing that has less security can cause data leak to the public. Law firms will also potentially get losses when using cloud computing if a problem occurs. This is because law firm cloud computing is at risk in security, and the flexibility of work will hinder the performance of law firms. That is why a law firm should use trusted and professional cloud providers for the business.

        What do we do to overcome the disadvantages of cloud computing?

        Cloud Computing sounds so dangerous because it has various disadvantages, but you need to remember that Cloud Computing also has several advantages that can help your business grow. It is undeniable that Cloud Computing is a unique system, although there are various disadvantages because there is no truly perfect system. Besides, cloud service technology is always improving from time to time. The future of cloud computing will be more sophisticated and better managed. But the first essential thing you need to do is finding the best cloud service is before moving to the cloud.

        What you need to do to overcome the shortcomings in cloud computing is to find service providers who want to provide for your business needs and ensure your server's security. Also, inadequate infrastructure is one of the often experienced problems; for this, you can also use Cloud Hybrid, where service providers will handle the transition and reduce time & costs greatly using personnel and technology for your business.

        Our company provides the best cloud computing system for your business needs, and we are confident in protecting our client data. We serve security assurance for any business, but we specialize our scope in the legal area.

        What is the difference between photocopy and print?

        Posted on by Oak & Bluebird
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          Printing & Photocopying, what's the difference?

          There was a time when photocopying is something you do not consider an option for your printing materials. That you would rather have them printed and spend more money to have a presentable print result, it cannot be denied though that copiers are getting more sophisticated and going digital as time goes on. This development is indeed creating a thin line between photocopying and printing.

          Photocopiers are standard pieces of office equipment and have been since the 1970s. As technology has developed, the majority of photocopiers in offices today are 'multifunction' devices. It can be hard to distinguish the difference between a photocopier and a scanner as they appear to operate in similar ways, yet the method of output is vastly different.

          The beginning processes of photocopying and scanning are identical. You place a document on the platen - the flat glass surface on the top of the device, or in the document feeder (which allows multiple sheets to be copied or scanned at once). You then push a button and the machine acquires a digital image of the document.

          The next stages of the process are quite different, however. If the machine is a photocopier, it merely prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image and transmits it to a computer (via email or network), or stores it on a USB or memory card.

          Copying documents is a simpler process than scanning. Most photocopiers require users to press a button to start the photocopying process. Additional buttons are available to change the print quality or increase the number of copies. In contrast, scanning requires users to have a basic knowledge of computers to manage the transmitting, storage and editing of scans. When you press the button for scanning, you may be faced with a pop-up message, asking you what to do next - scan to folder or email.

          Scanners are the tool for business owners that want to go 'paperless', yet if the paper is your medium of choice for document transmission and recording, then a copier will suffice. However, any devices combine the two functions today. Multifunction devices combine a printer, copier and scanner into one device, giving you all the options, as well as the option of fax.

          In photocopying, especially digital photocopying, a fast turnaround is given not only in large quantities but also in smaller ones. Copy shops now have more machines ready to cater to the copying needs that people require. This saves their customers the trouble of waiting in line and wasting a lot of their precious time. Besides that, preparations are not anymore needed as digital copiers are always ready for the next copy job. Moneywise, fixed and affordable prices are associated with the number of copies the customers may wish to have. This makes copying more ideal for lower quantities than for larger quantities.

          In printing, on the other hand, a printing job will take longer because of the pre-press preparation that should be done initially. Direct-to-plate printing could have done the printing job faster but only a few printing companies offers this kind of service now. If people choose this printing type, they would have to wait for the others who may want to have the same service. The customers can get the best quality in prints that the company can offer using their sophisticated tools. The money you pay for is justified by the best result you will get.

          Comparing these two in terms of quality, printing wins hands down. You would not be able to get the same or even close to the quality of printing in copying. You can have a variety of paper stocks to choose from that will best suit your printing needs. The cost is the downside, though. Printing is much more expensive, and only the people with enough budgets can afford having them done this way.

          Photocopying, obviously, is cheaper. If time is a consideration and not the quality, this is how you should go about reproducing your project. Also best for small amounts and budget-conscious people.

          Printing and photocopying have their advantages and disadvantages that can be likewise compatible with what suits the needs of their customers. It will all sum depending on the different needs that different people have. Knowing these facts would surely help them decide which is best for their printing needs.

          What Is Photocopying?

          A copier is a photocopying device that allows users to make duplicate copies of a document or an image, that too cheap. Copiers use xerography technology that is similar to the technology used in a laser printer. The printer is a peripheral device that creates a solid copy of the digital data that is represented on the computer screen. Printers can be used to connect to a computer using a USB or wirelessly.

          A copier is a machine that makes exact copies of something along the lines of a document, photograph, drawing, etc. The very first basic copy machine was released onto the market around 1959. Although they are not as popular as they once were as individual pieces of technology, copy machines can still be found being used in many places.

          You could expect to see one in many of the same places that you would see a printer. Despite similar technology, they serve a much different purpose. For example, a professor may use a copy machine to make copies of a chapter in a book for a class homework assignment. This situation would call for a copy machine instead of a printer.

          In the previously mentioned scenario, it can be assumed that the professor has a physical copy of the book needed. The copy machine would be used because the professor would need exact copies of the chapter in the book. In a slightly different scenario, maybe the professor wants to share an article that they found on a webpage with the class.

          A printer would be used in this case because the information needed is on a computer. Technically speaking, the professor could make copies of the article with the printer. However, it would certainly not be the same as making the copies with the photocopy machine.

          When thinking about creating duplicates for a document, two things come to mind; one can print two or more copies or one can photocopy the original document. These two options are because of two devices a copier and a printer. With the increasing technology, many people are confused in these two different devices as many multi-purpose printers come with copier features. It's quite simple to distinguish as a copier's main purpose is to make duplicate copies, while a printer's main goal is to print. However, a multi-purpose printer is able to do both and much more.

          A copier is a photocopying device that allows users to make duplicate copies of a document or an image, that too cheap. Copiers use xerography technology that is similar to the technology used in a laser printer. Xerography is a dry process of creating an image by applying toner and heat to the paper. The purpose of a copier is to create a duplicate document that is available faster and cheaper. Copiers were an alternate option to printers, which were initially expensive and time-consuming. Modern copiers have become multi-purpose and are available with features such as printing, faxing, stapling, hole punching and other capabilities. Patent attorney, Chester Carlson invented copier. It was also popularly known as Xerox machines with the process being referred to as Xeroxing for a while, before the Xerox Company fought to keep the trademark from becoming genericized.

          A copier is usually a vast device that takes up room and can duplicate multiple different types of paper and documents.

          The device works in 5 steps:

           

          1. Charging
          2. Exposure
          3. Developing
          4. Transfer
          5. Fusing

           

          A cylindrical drum present in the machine is charged electrostatically by a high voltage corona wire. The drum then develops photoconductive material. A bright lamp scans the document that is to be copied and reflects the white areas of the form on to the photoconductive drum. The photoconductive drum becomes conductive when exposed to light. The black portions on the document do not reflect, and that portion on the drum remains negatively charged. The negative charges pick up the positively charged toner, which is then transferred on to the document and fused by heat. Viola! The form is copied and printed.

          Photocopiers don't use liquid ink; they use what's called toner, which is a dry powder contained in a cartridge. While the process is pretty complicated, it's basically a combination of light, heat and static electricity. In ultra-simple terms, photocopiers use light to illuminate the image or text be copied, then charges the toner with a positive charge. At the same time, the page itself carries a negative charge to attract the toner. The charged toner jumps to the page while heat fuses the toner to the paper.

          What is a Printer?

          The printer is a peripheral device that creates a solid copy of the digital data that is represented on the computer screen. Printers can be used to connect to a computer using a USB or wirelessly. One printer can also be connected to many computers allowing all computers to be able to print on that printer. Many newer printers are also able to support memory cards, digital cameras or scanners. Higher-end models for offices also come with other features such as scanner, copier and fax. These models are known as Multifunction printers.

          A printer is defined as a machine for printing text or pictures onto paper, especially one linked to a computer. Now indeed you have at some point used, or at least seen a printer. They are widely used around the world in a multitude of spaces and for an extensive range of purposes.

          A few places that you are almost guaranteed to find a printer include schools, offices, libraries, photography studios, design studios, and a million other locations. They can be used to make tangible printouts of almost anything, from essays and webpages to posters and photographs.

          Printers take information from a device, such as a computer or a cell phone, and transfers the data onto any given paper type. Different types of printers have been created to tailor to specific industries. Some of the most popular printers are inkjet, laser, solid ink, and LED.

          They each have slightly different qualities that make some of them better suited for the printing of high-quality photographic works versus being solely used in an office setting.

          There are various different kinds of printers that are available. These printers are classified depending on the type of technology that is used in printing. Technology includes Toner-based printers, Liquid inkjet printers, Solid ink printers, Dye-sublimation printers and Inkless printer. Toner-based printers use dry powered toner as ink, which is then fused on the paper by hot rollers. Liquid inkjet printers use liquid ink that is heated into a vapour bubble and then sprayed onto the paper. Reliable ink printers use thermal transfer technology and use solid sticks of colour that are wax-like in texture; these inks are melted and then sprayed on a rotating, oil coated drum, which passes the image onto the paper. A dye-sublimation printer uses heat to transfer dye to a medium such as a plastic card, paper or canvas. Inkless printer printers work by heating regions of a heat-sensitive form that creates images or text on it.

          Many believe that printing multiple copies is more expensive than photocopying it. However, it depends on the number of documents, pages and the data on the paper that need to be printed. If many copies are to be published, then copiers are usually a cheaper option. However, if only a few pages need to be printed, then printing becomes much cheaper. Another major difference between the printer and the copier is quality. Printers usually produce high-quality images as they use the inkjet process (which is also available in copiers but quite rare), while images are produced using xerography are low resolution.

          Copying vs Printing

          When some of us think of copying, we think of placing a sheet of paper face down on the glass of a copier and keying in quantity on the control panel, pressing start and waiting for the copies drop into a tray on the side of the machine. Others may imagine even dropping coins into the device at a dime or a quarter a copy! The process is actually called photocopying and describes the process of transferring images and information to paper with toner, a dry agent that is transferred electrically and adhered to the page in a heated process. Copiers have evolved in the last 25 years from the descriptions above.

          Copy machines with document handlers were designed to accept stacks of paper so multiple page documents could re-circulate again and again for each copy that was made. Machines got bigger and faster, accepting larger quantities of paper and going longer between paper jams that seemed to be unpreventable. Copy machines still exist and still make copies, but most produced these days are utilized as printers connected to a network of computers and incorporated with scanning and fax capability. Colour copying too has evolved, and colour printers are becoming more common, although still more expensive to operate than basic printers.

          Documents can be shared electronically now over networks and emailed from one user to another. And when paper copies are needed, the document can be sent to a multi-function printer designed to collate, staple, 3-hole punch and even stitch into booklets. The document goes straight to the printer from the user's computer, and each "copy" is actually an original "print"! So the term "Copying" is often misused referring to "Printing", not to be confused with offset printing where images are transferred in ink from a plate to a blanket to the sheet. But that is another story for another day.

          Photocopy And Print Cost?

          While photocopiers generally cost more upfront than copiers, the per-copy cost when running a photocopier is much less. For example, a single toner cartridge typically produces thousands of copies, while an ink cartridge only gets you to the hundreds-of-copies range. However, the real cost to you and your business depends on how often you make copies. A good way to put everything in perspective is to determine how much it costs you to copy each page. To do this, determine how many copies you regularly make over a certain time period, such as per month. Then find out how much an ink cartridge costs as well as how many copies it yields per cartridge, on average. Do the same for a toner cartridge. Divide the cost of the cartridge and toner by their respective yield rates, and that's the per-copy cost. Multiply that by the number of regular copies you make to tell you how much you're spending.

          Cybersecurity 101: How to keep your business data safe

          Posted on by Oak & Bluebird

          Cybersecurity 101: How to keep your business data safe

          As technology evolves and becomes smarter, so do cybercriminals. No matter the size of the business, a simple data breach can have a crippling effect that may cost the business. Big names like Equifax have had to pay out a hefty sum of $700 million, in which millions of customer data were exposed. While financially, this may put a dent in the bank, it is the reputation of the business that will be extremely challenging to rebuild.

          Although no silver bullet exists for cybersecurity risks, there is a lot you can do to protect your business from these threats.

          Here are some insightful tips on how to improve the security posture of your business:

          Train your staff on basic Internet safety

            • Limited personal and professional information posted on social media
            • Check your privacy settings on social media and on your browser
            • Keep safe while browsing by avoiding suspicious websites and downloads. Use an Adblocker where possible
            • Be wary of unsecured Internet connections, such as in public spaces and cafes
            • Choose strong passwords and regularly update your passwords to avoid being hacked
            • Utilise an up-to-date antivirus
            • Be vigilant when clicking on any links or attachments within an email
          cyber-security-101-02

          It is one thing to have all the necessary infrastructure for preventing cyber issues, and another completely different thing to have the policies in place. With formalised security policies, it will be easy for everyone who interacts with your business to know how they can help keep the business secure. Your policies can include issues like the use of unsanctioned IT applications, password management, document management, software updates, and access control.It should also outline how to vet vendors. Assuming that cloud vendors and software providers have your back is unwise. It pays to limit the risk that comes with outsourcing some of your business' tasks to vendors.

          cyber-security-101-01

          Back up your data & leverage the Cloud

          While on-premise data centres can be effective, they come with a bevy of issues when compared to working in the cloud. If you can, migrate your data to the cloud. With the cloud, you can access company data from anywhere, mitigate security issues with advanced security systems, while removing the need to maintain physical servers.

          Regardless of where you store your data, always back your data up. A simple malware or a mistake from one of your employees could easily lead to the loss of your data. In some cases, like the Wannacry Ransomware attack, your data might actually be held hostage by hackers. With a strong data backup routine, you can rise from such situations without damaging your brand or losing customers.

          However, the intricacies of how you update your data also matter when looking to keep your business secure. Ideally, you should schedule backups between short periods of time. Also, ensure that you have someone in charge of the tasks to increase accountability. Use the three-two-one rule of data backup. This entails having at least three copies of your data; two should be stored on different media with one of them being stored off-site.

          How does your IT team spend its time?

          If your employees have weak account passwords, all the infrastructure you have invested in to protect your data might be in vain. Should a hacker guess or get a hold of these credentials, logging in to elevate account privileges would be as easy as logging in to your employees' accounts. In turn, it will be tough to identify any unauthorised personnel and threat once your hacker is camouflaged by an employee's account.

          Instead, you should urge employees to create strong passwords, using alphanumeric characters. They should also not share their passwords with anyone else, and no two of their accounts should have the same password. For a better security system, your corporate accounts should use two-factor verification. This will require employees to input a one-time pin sent to their phones after inputting their passwords.

          Prioritise updates

          Sometimes, prompts for updating software or operating systems are treated as a nuisance by business owners. They see these updates as a non-essential task, but the truth is that they can improve your security posture. Software developers are often looking for loopholes in their software. Once they find vulnerabilities, they create patches and send them out to their customers in the form of updates.

          Failure to make these updates will leave your organisation's data vulnerable to security threats. Make it a habit to update your software and systems. You should schedule software updates on a weekly or bi-weekly basis to avoid any issues down the line.

          Train employees on security

          Your security posture is as strong as your weakest point, and this trickles down to how aware your employees are about the intricacies of your organisation's security. Take time to train employees on data security and data loss prevention. They should understand how doing certain tasks will affect the security of the business and how to prevent incidents from happening.

          Since you will rely on your employees to point out security breaches, they should also be trained in identifying them, as well as identifying threats like phishing attacks. Training sessions do not always have to be expensive and lengthy. Sometimes you can rely on gamification and micro-learning to ensure employees are engaged throughout the training sessions.

          Cybersecurity threats can maim your business and lead to high customer churn rates in the blink of an eye. Instead of being reactive to these issues, you should be proactive at preventing them.

          The cost of switching to the NBN: How business downtime can add up fast

          Posted on by Oak & Bluebird

          office The cost of switching to the NBN: How business downtime can add up fast

          With its rollout well past the halfway point, your business has most likely heard of the NBN. This government-driven Internet project will redefine Internet service in Australia and provide critical infrastructure to companies across the country. 

          Like any network changeovers, there will undoubtedly be some adjustment periods and downtime. Not only can Internet downtime cause tremendous pressure on business continuity, it will also jeopardise your brand reputation. 

          So how do you prepare for the switch to the NBN, and what will it cost your business?

          What Is the NBN?

          The Australian National Broadband Network (NBN) is a nationwide high-speed broadband network that's being developed and built by the government-owned corporation NBN Co. to deliver Internet to all homes, offices, and government facilities in Australia. Originally started in April 2009, NBN is expected to complete rollout by 2020.

          The switch to NBN is not an automatic process once service becomes available in your area. In fact, many businesses and consumers are being caught out by important considerations including which providers to go with, the type of infrastructure and an NBN plan suitable for your business.

          Once NBN rollout is established in your area, all of the following will cease to work:

          • Landline phone services that use Telstra (or any company using Telstra's lines)

          • ALL ADSL, ADSL2, and ADSL2+ Internet service from every provider

          • BigPond Internet services

          • Optus Internet and phone services

          It can take up to a month before you're connected to NBN, which is not an ideal position for any business to be stuck in.

          The Real Business Costs of the NBN Switch

          According to Gartner, the average cost of IT downtime is $5,600 per minute. Large organisations admit that every hour of downtime costs them over $100,000. For smaller Australian businesses (those with less than 200 employees), downtime costs an average of $2,000 per hour. For most businesses that rely on the Internet, a total Internet blackout would disrupt every aspect of your business. Sales teams would have no one to contact, SaaS contracts would waste away, marketers won't be able to access marketing and CRM platforms to drive profits, and no communication with your customers and vendors.

          cost-of-switching-to-nbn-how-business

          The maximum amount of time your Internet could be down during the switch to NBN is 8 weeks - that's over 80,000 minutes! Let's look at some of the ways that loss of internet access can have a detrimental effect on your brand.

            • No customer support: Being disconnected from the phone or Internet virtually eliminates communication to your customers. This means an inability to answer customer questions, address customer issues, or deal with negative feedback. In other words, it's a PR nightmare. 68% of customers will never return to a business after a single bad experience. Think about how many negative experiences will happen without the Internet or phone for a month.

            • No more leads: No Internet or phone means no sales. Whether you're chasing that new client, trying to convert that valuable lead, or simply trying to generate more leads with outbound strategies, you may be left in the dark for a few weeks during the switch. That's a ton of lost potential revenue.

            • Goodbye marketing: Not only do you lose access to all of those rich leads, but you also lose your ability to generate additional leads. Without the Internet, you won't have access to the marketing stack, which means no digital ad campaigns will be live.

            • Wasted SaaS: If you purchase licenses for SaaS, IT equipment or subscription-based applications, you'll be losing money the entire time your Internet is down.

            • Data integrity: Losing access to the Internet renders your data vulnerable to threat actors. Your digital safety solutions won't be online - leaving your entire data network unprotected. Plus, your data may be a victim to loss, deletion, corruption, as well as become outdated during your downtime.

            • Legal implications: Many businesses have Service Level Agreements (SLA) with other companies, or they may have partnerships that require a constant flow of data. During an outage, you may not be able to deliver on those promises. This can end with you in court battling a case.

            • Reputation damage: Finally, the single most valuable component of your business could be jeopardised - your reputation. Walker predicts that branding will overtake both price and product as the key determiner for businesses by next year. Brand damage is by far the most expensive type of loss. Being unable to connect with, sell to, or enable customers during your outage will damage your brand, losiing customer trust and ultimately, their loyalty.

          NBN outages are more common than you think. According to The NBN Consumer Experience: Residential Research Snapshot, over 40% of SMEs experienced an outage during their switch to the NBN. And, over 15% of them experience no Internet for a month during the transition!

          Cloud Computing & Cloud Technology Jargon-Buster

          Posted on by Oak & Bluebird

          Cloud Computing & Cloud Technology Jargon-Buster

          The computing and IT industry uses many terms that can be baffling and sometimes even intimidating. Here is a list of some of the more common cloud computing terms, so you can understand what your provider is saying without the embarrassment of having to ask!

           

           

          Even better,  you won't have to worry about having to deal with these terms in the first place. We are experts in cloud computing and can implement and manage your cloud solution without you having to break a sweat.

           

          And, when we discuss your requirements and report back, we'll do it in Plain English. This means you know exactly what's going on at all times without crossing your fingers and hoping for the best.

           

          cloud-computing-technology-jargonbuster-02

          Enterprise cloud computing

          This refers to a cloud computing network which uses the web to provide infrastructure, software and platform services. This gives enterprises (companies and organisations) greater control of their network's versatility and security.

          SaaS (Software as a Service)

          This is where a vendor hosts and provides software applications to users, typically on a subscription basis. These software services are made available to the client through a network such as the internet.

          PaaS (Platform as a Service)

          Similar to SaaS, Platform as a service is another variant of cloud computing, in which a vendor outsources the necessary hardware and software to clients, which enables them to execute their own specific solutions. This service allows users to benefit from resources without needing to pay for the upkeep and purchase of the infrastructure.

          DaaS (Desktop as a Service)

          Desktop as a Service is a cloud computing service that enables business to provide access to cloud-hosted virtual desktops and privately hosted corporate data through any device at any time, via a secure web connection.

          DaaS (Device as a Service)

          Device as a Service is a subscription based model of purchasing and managing your IT hardware such as desktops and laptops. Rather than buying these devices up front, you pay per month per seat for each device, which can then be monitored, managed and optimised.

          IaaS (Infrastructure as a Service)

          This is another model of cloud computing, where a vendor hosts virtualised infrastructure to deliver computing capacity to a client. This service can also help clients who need resources in areas such as network connectivity and storage systems.

          cloud-computing-technology-jargonbuster-01

          Cloud instance (single and multi)

          This is a term for a virtual server instance originating from a public or private cloud network. The difference between a single-instance and multi-instance cloud is that a multi-instance cloud can run different instances parallel to each other between a network of machines.

          Cloud federation

          This refers to the 'unionising' of various computing services provided by different networks to create a combined - more convenient - service for a client. This may include combining infrastructure, software, and platform services into a package, which is made accessible to clients through the internet.

          Server virtualisation

          This is a technique which partitions a physical server into a series of smaller fragmented virtual servers. Each of these virtual servers are capable of running their own operating systems and applications, which helps to increase the utilisation of each physical server.

          Multitenancy

          This is a mode of operating software that enables various, separate clients to use computing resources simultaneously through a public or private cloud. Tenants are able to keep their data private and invisible to other clients.

          Application lifecycle management

          This term refers to the continued process of managing an application throughout its lifetime; not only its development but also its maintenance. This process covers three main aspects: governance, development and operations.

          cloud-computing-technology-jargonbuster-03

          A hybrid cloud is a cloud computing operation which involves a combination of public clouds, private clouds and on-premises solutions. These infrastructures are kept separate from one another but maintain connectivity through technology that allows data and services portability.

          Cloud computing

          This is the practice of utilising a number of remote servers to provide information technology through a network, typically the internet. This computing model requires infrastructure, data and software services, which are usually hosted by a vendor who provides these to clients as a packaged service.

          Cloud middleware

          This is a term in cloud computing which refers to the software which connects devices and applications with other applications, networks and databases. This is the connecting point between the client and the service provider.

          Service-oriented architecture (SOA)

          This is a service-based approach to designing custom technology solutions for businesses. This combines existing frameworks with newer technology to increase a company's flexibility in a changing business environment when they may not be able to completely replace their current systems.

          Amazon Web Service (AWS)

          This is a cloud platform provided by Amazon that offers a range of packaged infrastructure, platform and software services. Offering over 165 services from data centres around the world, AWS is the most popular and comprehensive cloud platform in the world.

          Container

          This refers to the protective packaging which allows software to be transported between operating environments. Containers create a virtual space in which an application is separated from others so that its software code does not interact with other systems. This technology improves and speeds up the development of cloud computing.

          DevOps

          This is a combination of the terms 'Development' and 'Operations' which refers to the consolidated efforts of both a business's development and systems operations teams. This approach to software development encourages greater communication and collaboration between teams to streamline and ease application lifecycle management.

          Linux

          Linux is a family of open-source operating systems which was built on Unix. This operating system is used in a large majority of cloud services.

          Open source

          This term refers to something that people can alter and share freely because it has been made publicly accessible. In the context of cloud computing, open source refers to software source code which is offered free to use, change and share by its developers.

          Private cloud

          A private cloud is a cloud computing framework created for a single organisation, for use by multiple users within that organisation.

          Public cloud

          This term refers to a cloud computing framework hosted by a cloud services provider who makes the cloud accessible to the public via the internet.

          cloud-computing-technology-jargonbuster-04

          Scalability

          Scalability is the ability of an IT solution to quickly and seamlessly increase or decrease its power or size. The scalability of cloud networks is the reason why you can quickly and easily sign up to most cloud services. The ability to rescale at will is one of the greatest advantages of cloud computing.

          Software stack

          A software stack is a group of programs or applications that work together in a specific order to reach a common goal or result.

          Virtual machine

          A virtual machine is a software computer that replicates the actions of a physical computer by running in an operating system or application environment. When using virtual machines, a physical computer is able to run multiple instances of an operating system at once.

          Cloud Computing FAQ Frequently Asked Questions

          Posted on by Oak & Bluebird

          Frequently asked questions about Cloud Computing

           

           

          Is Cloud computing the same as software-as-a-service?

          You might say SaaS kicked off the push toward cloud computing by demonstrating that IT services could be made available over the Web. While SaaS vendors originally did not use the word Cloud to describe their offerings, analysts now consider SaaS to be one of several subsets of the cloud computing market.

          What types of services are available via the cloud computing model?

          Public cloud services are breaking down into three broad categories: software-as-a-service, infrastructure-as-a-service, and platform-as-a-service. SaaS is well known and consists of software applications delivered over the Web. Infrastructure-as-a-service refers to remotely accessible server and storage capacity, while platform-as-a-service is a compute-and-software platform that lets developers build and deploy Web applications on a hosted infrastructure.

          What types of applications can run in the Cloud?

          Technically, you can put any application in the Cloud. But that doesn't mean it's a good idea. For example, there's little reason to run a desktop disk defragmentation or systems analysis tool in the Cloud, because you want the application sitting on the desktop, dedicated to the system with little to no latency.

          More importantly, regulatory and compliance concerns prevent enterprises from putting certain applications in the Cloud, particularly those involving sensitive customer data.

          IDC surveys show the top uses of the Cloud as being IT management, collaboration, personal and business applications, application development and deployment, and server and storage capacity.

          What is cloud computing?

          Cloud computing is described as the process of using a network of remote servers, hosted via the internet, to store, manage and process data, rather than hosting it locally. Essentially, cloud computing is using someone else's infrastructure and hardware, reducing the number of capital investments your business needs to make.

          How do I know if Cloud is right for my business?

          Companies that choose to shift to the Cloud do so for several reasons. The benefits of flexibility, scalability, cost savings, etc. are weighed against availability concerns. It is essential to evaluate if Cloud is right for you from a strategic and operational perspective. Does your demand for IT vary throughout the year? Are the costs of your IT impacting your ability to grow as a business? If so, you may consider a cloud option that can be easily scaled.

          You should also evaluate your current IT setup to understand the benefits of moving to the Cloud, especially in the following areas:

            • Service - how important are security, reliability and flexibility to your business? Is your current solution meeting your needs? Is there room for improvement?
            • Technology landscape - how many business users are there? What is the geographic distribution of your user base? Do your employees require remote access?
            • Cost - Are you satisfied with the costs of your on-premises solution? Are the prices to scale up or upgrade services acceptable?
            • Ease of migration - when did you last invest in significant capital expenditure? Do you have any contractual and vendor commitments that constrain migration?

          Answering these questions can help to understand if Cloud is a good fit for your business.

          How do I develop a cloud strategy?

          Developing a cloud strategy begins with outlining your technical and business objectives. Understand what the drivers are for your company to shift to the Cloud and what solutions these drivers require. Your cloud strategy may be to start small and gradually, or your business may be in a position to dive right in. Once you identify your needs, you can better understand if your cloud strategy should include public, private or hybrid cloud solutions. Lay out a road-map and timeline to execute your shift to the Cloud.

          What do I need to do to prepare for the Cloud?

          Many companies do not take the time to consider what they may need to put into place before shifting to the Cloud. For the most part, preparing to shift to the Cloud is simple and just requires you having a Cloud Service Provider handle the transition. However, one of the biggest things to consider is your network bandwidth. With the strain put on local internet connections from cloud computing, you may consider upgrading your bandwidth or investing in SD-WAN technology to increase connectivity.

          What workloads can I move to the Cloud?

          There are many options for moving workloads to the Cloud, and most will depend on your business and cloud strategy. You may choose to slowly move your complete IT environment to the Cloud or just one task. Most businesses use the Cloud for data backup, both short term and long term. Application-based workloads can also be moved to the Cloud (i.e. CRM, Marketing Automation, Etc.). Test and Dev operations can also be outsourced. In fact, the ability to spin up environments in a matter of minutes, scale them up or down on demand, and access data from anywhere is an enormous appeal. Other outsourcing can be discussed with your cloud service provider.

          What is the most comfortable workload to move to the Cloud?

          By and large, the easiest and most common workload to shift to the Cloud is backup. Backup as a Service (BaaS) is easy to use and helps to mitigate major business continuity concerns around downtime and data loss. Cloud-based backup can be used for multiple environments or just one environment - depending on what restrictions your company decides to place on cloud usage.

          Will my company need to hire more IT staff to handle the transition?

          Since one of the major appeals of working with a cloud service provider is that they handle the ins and outs of your cloud transition, you shouldn't have to hire additional staff when shifting to the Cloud. However, having some IT expertise in house is helpful to make the transition smooth. If you do not have an existing IT team, consider hiring an IT professional to help take advantage of the services that cloud providers offer and provide advise.

          What type of security parameters does the Cloud have in place?

          These days, with cyberattacks on the rise, security is a major concern. Cloud providers put numerous security parameters in place so that, in the event of an attack, your data is secure and can be restored. These tactics include encryption, identity management, and physical security. Providers should also have business continuity plans in place that utilize redundant hardware, backup generators, and other measures to prevent downtime. Data center locations will also have security in place like badge access restrictions, security cameras, fences and more.

          Is the Cloud Safe for personal information?

          With numerous high profile hacks of personal information in recent years (most notably Target and Anthem) cloud providers have worked to step up the security game for personal information. If a cloud provider has certifications in place for HIPAA, PCI-DSS and SOC, they have been evaluated by a third party and deemed qualified to handle personal/ private information.

          How do I make sure I can access my data?

          Cloud providers will outline your access, security, services and support when you partner with them. To ensure the accessibility of data, cloud providers develop a service level agreement (SLA). The SLA will detail what happens in the event of an outage and protects the customer in certain situations.

          WHAT IS "THE CLOUD"?

          Cloud computing refers to the delivery of computing resources as a service. This term generally makes reference to a three-tiered architectural computing model or cloud stack that is inclusive of SaaS (software as a service), PaaS (platform as a service) and IaaS (infrastructure as a service) delivery that may be obtained from a variety of cloud solution providers or hosted internally via a private cloud. Cloud computing may also include the delivery of other types of IT assets as a service; including storage as a service, databases as a service, security as a service and backend as a service offering. This article contains answers to several frequently asked questions about cloud computing in the section provided below.

          What are the benefits of cloud computing?

           The adoption of cloud computing by organizations has increased exponentially in recent years, due to the efficiency and cost-saving benefits that this computing model promises to deliver, which is especially appealing to organizations with limited IT staff and/or limited IT budgets. Independent Software Vendors (ISV's) in particular, can also substantially benefit from the cloud computing model for the delivery of software applications as a service, which offers many operational and administrative cost saving advantages over the traditional model of on-premise software delivery for software providers.

          What are the drawbacks of cloud computing?

           There are very few disadvantages that apply to cloud computing, with one key exception: the risk of low-quality service delivery from a cloud provider. Choosing the wrong cloud computing service provider can be extremely detrimental for any organization, as their reliance on Cloud SaaS, PaaS and/or IaaS solutions from a single vendor may place all of the responsibility for IT service delivery within their business on the shoulders of a third party. Likewise, any enterprise that is considering the use of cloud computing services needs to ensure that they have properly assessed the scalability, availability and flexibility of the cloud solutions they plan to adopt. They also need to investigate the reliability of the cloud solution provider(s) that their organization plans to engage.

          I don't want to move all my computing workloads into the Cloud right now. Is there anything I can do to sort of "get my feet wet" in cloud computing?

           Yes, moving computing workloads into the Cloud is a big part of cloud computing, but to get a taste of cloud computing, you can begin using application services located in the Cloud. Software-as-a-Service or SaaS provides a spectrum of application services you can access in the Cloud. Your cloud navigator has in-depth knowledge of these services and can guide you in the choosing ones that will work best for you.

          How much can I save by using cloud computing services?

          There are many aspects to the IT savings you can achieve by using cloud computing services. The rule of thumb is that you can expect to save 20% to 80% of the cost of running a premises-based application by moving to a cloud-based service (SaaS). Your cloud navigator can work with you to determine more precisely your IT savings by moving to cloud-based services. 

          Will my current Internet connection support my use of Cloud computing services?

           It depends on the number of users and the number of cloud-based services you will be using. Your cloud navigator recommends having two separate Internet connections arranged to provide redundancy, bandwidth bonding and load balancing. When you depend on the Cloud for application services, you need reliable Internet connectivity. 

          What are the types of Cloud?

          Clouds can be public or private, though public clouds are more commonly associated with cloud computing. Public cloud platforms, such as AWS and Microsoft Azure, pool resources in data centers often distributed around the globe, and users access them via the internet. Resources are provided to customers through metered services, and the cloud vendor is responsible for varying degrees of backend maintenance.

          Private clouds are walled-off environments hosted in a corporate data center or a colocation facility. They lack the massive scale of public clouds. But they do have some elasticity, and a company's developers and administrators can still use self-service portals to access resources. In theory, private clouds provide greater control and security, though it's up to a company's IT team to ensure that happens.

          Public clouds and private clouds can be linked to create a hybrid cloud, or two or more public clouds can be connected to create a multi-cloud architecture.

          Broadly speaking, there are also three tiers of cloud computing: infrastructure as a service (IaaS), platform as a service (PaaS) and software as a service (SaaS). IaaS pertains to foundational building blocks, such as compute, network and storage. It provides the most flexibility for application development, but it also requires the most overhead. PaaS abstracts those lower-level elements and provides sandbox environments for app developers. The least hands-on cloud model, SaaS, consists of licensed software delivered as web apps.

          Is the Cloud secure?

          The clouds themselves are generally more secure than most private data centers since companies such as Amazon and Google can hire talented engineers and automate many of their practices. Cloud infrastructure providers also offer tools and architectural options to isolate workloads, encrypt data and detect potential threats.

          However, public clouds operate on a shared responsibility model, where the user secures the data and applications hosted on the Cloud. This division of security responsibilities varies based on the tier of cloud computing.

          The process to secure a cloud environment is different from more traditional data center practices, so cloud adoption requires a learning curve for IT teams. Unauthorized access to resources is the most common cloud security threat; many high-profile exposures of sensitive data resulted from misconfigurations.

          Organizations also must be mindful of data residency requirements and other governance restrictions since they don't have precise control over the location of the servers that host their data in the Cloud.

          What training does my IT staff need to manage the Cloud?

          This depends on the layer of the cloud stack being used. For IaaS, administrators must manage all aspects of the virtualized environment that's delivered as a service. The higher up the cloud stack you go, the less management involved. For SaaS, oversight might be limited to data and identity and access management.

          Major cloud providers and third parties offer training and certifications to familiarize IT staff with these processes. Enterprises that plan to transition to the Cloud should factor training into every aspect of the process, so they're ready to take the reins as soon as the cloud environment goes live.

          Do I have to bring my whole company to the Cloud?

          Absolutely not! One of the benefits of utilizing the Cloud is that you can take the parts that you want and leave the ones you don't. Cloud computing solutions scale from backing up your files online to moving your entire server infrastructure to the Cloud. The tricky part is figuring out which cloud computing solutions fit your business needs.

          Hybrid setups have servers in your office and in off-site data centers. Connecting them up via a private VPN allows for virtually seamless integration.

          How do I get my old application server to the Cloud?

          Rebuilding an older application server from scratch is tricky. Many times the technology is so old or heavily customized, its virtually impossible to recreate it. Sometimes the answer is P2V (Physical to Virtual). We take an image (snapshot in time) of your server and upload it to the hosting facility.

          Can I get a copy of my data?

          Yes. Each provider may have different methods of obtaining that data, but every file you access has a physical copy that can be taken from the Cloud to a local server or storage device. But it's a great question to ask before you sign up!

          What cloud computing security solutions your business needs to consider?

          Above all, secure cloud computing solutions rely on experienced Solution architects, who consider all possible security risks while creating a cloud architecture. When your solution is up and running, there is an array of cloud computing security solutions that help enterprises face threats on different levels. They include Preventive controls (for example, strong authentication and proper identity management) and Detective controls (individual prevention mechanisms and continuous cloud infrastructure monitoring). In case of a breach, Corrective controls step in to restore the Cloud's operation and lost data. Other reliable ways to secure your cloud computing solutions is by SSL encryption and enforcing strong API security.

          What characterizes the best cloud computing solutions?

          The best cloud computing solutions are secure, well-integrated into your operations and do not impede them, as well as allow your business to process the required amount of data efficiently. As every business uses cloud technology in its way, the best cloud solutions providers always cater to the exact needs of their clients.

          What kind of services and applications are considered cloud services?

           Examples of cloud services include but are not limited to, Microsoft Hotmail, Microsoft 365, Yahoo mail, Gmail, Facebook, MySpace, Skydrive, Google Apps, YouTube, Dropbox and Mozy. 

          This is why so many researchers rely on the Cloud in this era of Big Data. Individual cloud machines come in many state-of-the-art flavors: GPU-intensive, compute-intensive, memory-intensive, low network latency, general-purpose and so on. But there's also a double-win for intensive science computation in the Cloud: You do not have to wait for resources to become available and, if you can parallelize your work, you can spin up large (or very large) clusters to finish your tasks quickly.

          How do I fund cloud computing?

          Most cloud providers offer a Free Tier of usage, good for one year, which will enable you to explore cloud computing at low financial risk.

          Cloud providers often offer additional research computing credits through a managed program available by filling out a one-page application and coordinating your efforts with us. Once you determine whether the Cloud works for you, there are various funding agencies that can help pay for your research. 

          Can I put a database in the Cloud?

          Yes.

          There are two options:

            • You can allocate a virtual machine in the Cloud, install your favorite database on it, and operate it as if you were operating a database server that you own.
            • You can also simply pay for a database-as-a-service and dispense with worrying about the underlying machine, operating system or installation of a database management system.

           

          Both options have supporting arguments, and we can help you decide which path is best for you.

          What is Cloud Bursting?

          Cloud bursting relates to hybrid clouds. The idea is that a given application normally runs in a private cloud or a local computing environment. If a situation arises where the application needs additional resource (computing power, storage, etc.), it can "burst" into the public Cloud and use Cloud Computing for those additional resources.

          Of course, this can add complexity to the application design. There are vendors that provide hybrid cloud solutions that facilitate taking advantage of cloud bursting.

          What is Cloud Washing?

          The term "wash" is probably borrowed from the painting technique. When painting with a wash, it could be seen as freshening whatever is being painted. Cloud washing refers to freshening a product by adding "Cloud" to it in some way. This could be just a marketing effort. So, it is important to look beyond the label to see if the product truly supports Cloud Computing.

          Do I have a choice on where my data is stored?

          A limited number of ERP and CRM providers offer a choice on where your data is located. Many offer SaaS only or On-Premise Only. Our Cloud ERP offers three options (SaaS, SoP and On-Premise). The customer always owns the data so they can move between deployment options.

            • SaaS - Software as a Service (annual rental of software and hardware)
            • SoP - SaaS on Premise (annual rental for software, the customer provides hardware, OS and SQL)
            • Perpetual - Onetime fee to purchase the software with an annual maintenance fee for updates.

           

          How does Cloud storage work?

          With Cloud storage, the files and data you need are placed on highly secure remote systems stored in a provider's facility rather than on your computer's hard drive or local server. Internet access allows you to connect your computer or device to the remote cloud solution to retrieve what you need.

          How challenging is it to switch from physical servers to the Cloud?

          Without guidance from an experienced professional, switching to the Cloud can be incredibly challenging, time consuming and costly. There will be inevitable customizations that need to be made to the Cloud storage system to fit your business needs, and navigating those tasks on your own can be burdensome. Overall, the greatest challenge is planning out the right balance of Cloud services vs. on-premise technology to meet your business needs. Another migration challenge is teaching employees how to use the new technology. Enlisting expert consultants to assess your needs, develop a migration plan and train employees helps the transition go more smoothly.

          How is the Cloud backed up?

          That depends on the Cloud system you have in place and your provider's capabilities. Different providers offer different strategies to protect their systems. It's important that you consider the risks associated with the potential loss of those Cloud services and make sure the provider you choose has the right components in place to meet your unique risk mitigation needs.

          What are the benefits of Cloud storage versus on-premise servers?

          Besides the cost differences, Cloud storage offers access to your data from a remote location, increased security and control over data versus individually controlled computers, and protection from hard drive failure that affects 140,000 machines each week. Cloud storage also has the ability to grow with your business. Start out only paying for the capacity you need and quickly add storage as you scale your business.

          What's the cost difference of Cloud storage and on-premise servers?

          Undoubtedly, Cloud storage can offer cost savings via both reduced hardware capital and IT staff. However, depending on the amount of data you're storing and any levels of security compliance requirements for highly sensitive data, on-premise servers may have an overall lower cost of ownership.

          No matter how you choose to store your data, it's critical to protect it. If you're concerned with data security or data loss, reach out to a professional. We're happy to help find solutions that work for you.

          What are the basic pros and cons of cloud computing?

          The benefit of cloud computing is that the provider takes care of the infrastructure your application runs on. You can eliminate the start-up costs associated with hardware. But that's only a benefit if the provider does a good job. Now all your applications are dependant on the performance of a single WAN link. It is possible to lose data, as well as access to business-critical services when cloud services fail.

          What is a quick way to tell if a vendor is really talking about true cloud computing services or about virtualization?

           Virtualization is a software-based technology. They have versions with numbers after it. That is when you know you are dealing with software; if you hear about versions, you know you are not in the Cloud. Cloud computing is a service that goes beyond what software alone can provide.

          Should we choose virtualization or cloud computing?

          Which approach is right for your application? Virtualization can certainly save companies money in both the short- and long-term. But it is still necessary to purchase and provision hardware and software upfront in order to run an application on virtualized infrastructure. The IT costs associated with managing the virtualized application is also a factor.

          Cloud computing, in contrast, costs less upfront because you don't have to buy and manage the infrastructure. But the more cloud-based resources you use, the higher your costs will be. Ultimately, cloud computing might cost more than running virtual servers on your hardware, depending on your expertise and many other factors.

          Another key choice factor is data security. In a virtual environment, you control the hardware, the access permissions, the backup/recovery, etc. In a cloud computing environment, the service provider handles those concerns, for better or worse.

          How do cloud servers differ from dedicated servers?

          When buying a dedicated server, there is usually a lead time on the hardware, and it is difficult to change the server specification as your needs evolve, forcing you to buy something large enough for your application to grow into. You pay for the server 24 hours a day, not just when you want it up and running. Our cloud servers, on the other hand, can be deployed immediately from our easy-to-use web control panel and have no setup charge, a low minimum price, and no commitment to a contract. As your requirements change, you can instantly scale the resources you use, both up and down, and can even pay-as-you-go simply for the hours your servers are running.

           How does cloud hosting differ from shared hosting?

          Shared hosting solutions usually only give access to your server through a web control panel, where you can manage a number of websites hosted on that server. With our cloud server, you have full administrator control over your server, install any software as well as configure it to meet your needs.

          What is a private cloud?

          A private cloud attempts to mimic the delivery models of public cloud vendors but does so entirely within the firewall, for the benefit of an enterprises user. A private cloud is highly virtualized, stringing together mass quantities of IT infrastructure in one or a few easily managed resource pools.

          What happens if hardware fails?

          The Cloud has a completely self-healing architecture. This means that if any hardware node should fail, any cloud servers running on resources on that node will be re-provisioned on alternative hardware. This happens without the need for any human intervention. We can also engineer solutions for instantaneous failover for customers with specific availability requirements. Contact us, and we can discuss the various options available.

          What is the difference in cloud computing and computing for mobiles?

          Mobile computing uses the same concept as cloud computing. Cloud computing becomes active with the data with the help of the internet rather than an individual device. It provides users with the data which they have to retrieve on demand. In mobile, the applications run on the remote server and gives user access for storage and management.

          What are the security aspects provided with Cloud?

           

            • Identity management: It authorizes the application services
            • Access control: permission has to be provided to the users so that they can control the access of another user who is entering into the cloud environment.
            • Authentication and Authorization: Allows only the authorized and authenticated user only to access the data and applications

           

           What are the security laws which are implemented to secure data in a cloud?

          The security laws which are implemented to secure data in Cloud are 

            • Processing: Control the data that is being processed correctly and completely in an application
            • File: It manages and control the data being manipulated in any of the file
            • Output reconciliation: It controls the data which has to be reconciled from input to output
            • Input Validation: Control the input data
            • Security and Backup: It provides security and backup it also controls the security breaches logs.

           

          What are the characteristics of cloud architecture that separates it from the traditional one?

          The characteristics that makes cloud architecture above traditional architecture is 

            • According to the demand, cloud architecture provides the hardware requirement
            • Cloud architecture is capable of scaling the resource on demand
            • Cloud architecture is capable of managing and handling dynamic workloads without failure

           

          In the Cloud, what are the optimizing strategies?

          To overcome the maintenance cost and to optimize the resources, there is a concept of three data center in Cloud which provides recovery and backup in case of disaster or system failure and keeps all the data safe and intact.