Storing & Synchronizing Data In The Cloud Val D. Steed, CPA, MA, CITP CEO K2 Enterprises Copyright 2012, K2E, LLC. Reproduction or reuse for purposes other than a K2 Enterprises training event is prohibited.
Agenda Identify benefits and issues associated with cloud-based storage and backups Review key players and options in cloud-based storage and backup market Recognize benefits and issues associated with cloud-based synchronization options Learn how to implement various tools for using cloud-based sync software and services Examine accountant-centric cloud options for storing and synchronizing BENEFITS AND ISSUES ASSOCIATED WITH CLOUD-BASED STORAGE AND BACKUPS 1
Benefits Of Cloud-Based Storage Cloud storage is inexpensive Free to approximately $0.15 per GB/month Scalable on demand Ability to share information with others Access data from virtually any computer Perhaps more secure than local data, potentially for SMBs Improved disaster recover/business continuity Benefits Of Cloud-Based Backups Potentially reduced costs Storage space in the cloud is inexpensive Pay only for what you use Convenient//sign up and start using today No need to install physical storage devices Storage tasks are automated For example, no need to insert tapes Immediate access to data over Web Built-in disaster recover/business continuity 2
Issues Associated With Cloud-Based Storage And Backups Increases the attack surface area, the number of places where breaches can occur Possible service provider instability Accessibility, based on bandwidth and reliability of service provider s network Security and compliance concerns Is the data encrypted at storage and at rest and, if so, who holds encryption key? KEY PLAYERS AND OPTIONS IN CLOUD- BASED STORAGE AND BACKUP MARKET 3
Representative Cloud-Based Storage And Backup Options Microsoft SkyDrive SharePoint Online Barracuda Backup Service Mozy IBackup Rackspace Jungle Disk, Cloud Drive, and Server Backup Microsoft SkyDrive 7 GB of free cloud-based storage space available from Microsoft Additional space available for purchase (example, 100 GB for $50 per year) Can carve your SkyDrive into multiple folders, each of which is selectively sharable Works with PC, Mac, Windows Phone, and iphone Provides versioning, allowing you to roll-back to a previous version 4
Microsoft SkyDrive To sign up, visit www.skydrive.com To map as drive, go to Map Network Drive in Computer Select drive letter and enter \\docs.live.net@ssl\skydrive_id_number ID Number can be found by opening SkyDrive, right-clicking on Files, Properties and noting number that follows CID Microsoft SkyDrive 5
SharePoint Online Hosted version of SharePoint 2010 Can obtain standalone subscription or subscribe as part of Office 365 service offering from Microsoft If standalone, $4 or $8 per month/user If part of Office 365, included in subscription fee of $6 to $22 per month/user Other service providers also host SharePoint 6
SharePoint Online Use SharePoint to store virtually all types of documents, including Office docs and PDFs Also use SharePoint to share docs with others and collaborate without regard to distance Can sync SharePoint document libraries locally Can also map SharePoint as a drive and use Explorer to view Barracuda Backup Service Traditional local backup coupled with options for offsite replication, including to the cloud Includes data deduplication, multiple restore methods, restore options, retention policies, and compliance support for HIPAA and GLB Pricing starts at $50/month for 200 GB, plus cost of appliance ($999 and up) 7
Mozy Cloud-based backup with three levels of service MozyHome MozyPro (for small businesses) MozyEnterprise MozyPro is segmented into two offerings Desktop//$9.99/month for 10 GB Server//$39.99/month for 100 GB Can backup Microsoft SQL Server and Exchange Server without stopping or interrupting software services Mozy MozyEnterprise As name implies, designed for larger entities Single sign-on, through Active Directory User-controlled bandwidth throttling Custom installations 8
Mozy After initial backup, all others are incremental ISO and SSAE16/SAS 70 certifications Encryption on server with choice of managed key or personal key Can utilize Mozy 2xProtect for local backup in addition to cloud backup New Mozy Stash also offers sync options to other devices IBackup Best known for backup, but also now provides data storage option with IBackup Drive Secure backups where you hold the encryption key Open file backup for SQL Server, Exchange Server, etc. 9
IBackup Assists with HIPAA, GLB, SOX, and SEC/NASD compliance issues Encrypted storage Encrypted transmission (256-bit AES) Physical security over facilities Logical access controls Data retention for as long as client desires Access date and time stamps IBackup 10
Rackspace Jungle Disk Jungle Disk is a tool for storing, synching, backing up, and sharing data online Two plans Business Class Workgroup Edition//$4 per user per month//10 GB Server Edition//$5 per server per month//10 GB Personal//$2 per user, per month Simply Backup//$2 per month/5 GB Desktop Edition//$3 per month/5 GB Rackspace Jungle Disk Client creates and keeps encryption key Client chooses where data is stored Rackspace Cloud File Service ($0.15 GB/month) Amazon S3 US ($0.14 GB/month + data transfer) Amazon S3 EU ($0.14 GB/month + data transfer) Windows, Mac, Linux NOT ideal for SQL Server or Exchange Server 11
Rackspace Cloud Drive Store, share, sync, and backup files for individuals or workgroups Priced at $4 per user, per month Like Jungle Disk, offers choice of where to store data Rackspace Cloud Files ($0.15 GB per month) Amazon S3 (both US and EU//$0.15 GB per month plus data transfer) Provides 10 GB of pooled storage space Rackspace Server Backup Pure business-oriented backup solution 256-bit AES encryption with key held by client $5 per server per month, includes 10 GB of data storage per server Additional storage is $0.15 GB per month Choice of storage locations Amazon or Rackspace NOT ideal for SQL Server or Exchange Server 12
BENEFITS AND ISSUES ASSOCIATED WITH CLOUD-BASED SYNCHRONIZATION OPTIONS Benefits Associated With Cloud-Based Synchronization Options Access your data from virtually any computer or device connected to the Internet Easily transfer files to smartphones and tablets Improved productivity Real-time, multi-participant collaboration options in some cases Reduce or eliminate use of email and USB drives to transfer files Improved security as a result 13
Issues Associated With Cloud-Based Synchronization Options As with data backup, increases the attack surface area Potential for conflicting changes in data files CLOUD-BASED SYNCHRONIZATION SOFTWARE AND SERVICES 14
Cloud-Based Sync Options Dropbox Box SugarSync Google Cloud Connect icloud SharePoint Workspace ShareFile Cloud-Based Sync Options Dropbox By Sync, we mean Box automatically copy data SugarSync to multiple devices, Google Cloud whether Connect those devices are yours or perhaps a icloud third-party s, such as SharePoint Workspace customer/client ShareFile 15
Dropbox One of the leading sync tools in use today Data is encrypted during transmission and while on Dropbox servers However, Dropbox holds encryption key Service is exceedingly simple to setup and use Download and install onto all of your devices (Windows, Mac, Linux, iphone, ipad, Android, BlackBerry) Copy files into Dropbox folder and they sync automatically across all devices Dropbox Four plans Basic, up to 2 GB of storage//free Pro 100, up to 100 GB of storage//$99 per year Pro 200, up to 200 GB of storage //$199 per year Pro 500, up to 500 GB of storage//$499 per year Teams, unlimited storage//$795 per year for five users, $125 for each user//includes unlimited version history Unlimited version history available in Pro 200 and 500 plans for $195 per year 16
Box Similar to Dropbox in some respects but with a broader service offering For example, for individuals, Box offers a free 5 GB plan that stores data in the cloud Then, login to www.box.com from virtually any device to access this data If you need additional storage space, 25 GB is $9.99 per month and 50 GB is $19.99 per month Box For businesses, Box offers a plan priced at $15 per user per month This plan includes: One TB of data Ability to sync files to desktop Version history Secure file transfer Integration with Google Apps, allowing docs created with Google to be stored in Box cloud 17
Box For mobile users, Box integrates with Android phones Android tablets iphone ipad BlackBerry phones PlayBook SugarSync Online file sync, backup, versioning, and file sharing service 5 GB of online storage at no charge 18
SugarSync Mobile support for ipad iphone BlackBerry Windows Mobile Android Symbian Kindle Fire In addition Access from browser Outlook plugin Google Cloud Connect Free Microsoft Office add-in that synchronizes an Office document to the Google cloud You can also share the document for realtime, multi-user editing and collaboration In addition, provides versioning Works with Windows XP/Vista/7 and Microsoft Office 2003/2007/2010 http://tools.google.com/dlpage/cloudconnect 19
Google Cloud Connect Google Cloud Connect 20
icloud icloud replaced Apple s MobileMe service during 2011 Serves as a sync tool to keep files synchronized across iphones, ipads, Macs, and, yes, even PCs The service is free and provides 5 GB of cloudbased storage space icloud icloud synchronizes the following wirelessly and automatically icloud email Calendar Contacts iwork documents Music Photos 21
icloud icloud is included on all new Apple devices and is available on any legacy Apple device running ios 5 As to storage, purchased content does not count toward 5 GB storage quota Any iwork document can be opened from www.icloud.com/iwork using corresponding Microsoft Office application or PDF tool Can also upload documents there SharePoint Workspace SharePoint Workspace (formerly known as Groove) is a component of Microsoft Office that synchronizes, through the cloud, documents across multiple user-defined workspaces Notably, SharePoint Workspace does not actually store data in the cloud; rather, uses it only as a transferring mechanism 22
SharePoint Workspace Obtain/install licenses Workspace copied to others PCs Create workspace and invite others Changes sync to all users SharePoint Workspace Also synchronizes SharePoint document libraries and lists Ideal for situations when offline access to content is necessary 23
ACCOUNTANT-CENTRIC TOOLS FOR STORING AND SYNCHRONIZING DATA IN THE CLOUD Examples Of Accountant-Centric Tools AccountantsWorld ShareFile CCH ProSystem fx Suite (SaaS) Thomson Reuters 24
AccountantsWorld Power Practice System in an integrated suite of web-based tools, including: Accounting Relief Payroll Relief Cyber Cabinet Website Relief Practice Relief PFP Relief After-the-Fact Payroll AccountantsWorld Working together, the apps in the System allow you to: Collaborate securely with your clients Manage and streamline workflow Become more efficient in delivering excellent client service Entire suite is $1,950 for first year with unlimited clients//after that, pricing is $1,950 plus $9.95 per month per bookkeeping client 25
AccountantsWorld CyberCabinet is a component of the Power Practice System It is an online document management system and client portal tool Allows upload of virtually all file types and provides permission and password protection, in addition to encryption, for security Price is $595 per year for 5 GB of space ShareFile ShareFile is a leading portal service with a robust feature set for accountants Allows accountants and clients, and other third parties, to securely share sensitive data through the cloud ShareFile is also useful for large data file transfer such as QuickBooks and Excel files instead of using email for these tasks 26
ShareFile Accountant-centric features include: Outlook Plug In allowing easy insertion of link to file in an email message Drive Mapping so that you can interact with the portal just as you would any hard disk Perpetual Audit Trail of all employee and client use Desktop Sync for synchronizing desktop folders to ShareFile cloud ShareFile Four service plans: Basic//2 employee accounts, 5 GB of space, basic feature set, $29.95 per month Professional//10 employee accounts, 10 GB of space, stored file encryptions, drive mapping, Outlook Plug In, $59.95 per month Corporate//20 employee accounts, 20 GB of space, desktop sync, enterprise sync, $99.95 per month Corporate Gold//For companies with over 100 employees, $499.95 per month 27
CCH CCH provides several cloud-based tools for storing and synching data, including the following ProSystem fx Suite (SaaS) tools: Tax Document Portal Practice Scan Workstream CCH Each of these tools offers: Password-protected access//users can only log in with a unique username and password Encrypted information//files are encrypted before being passed over the Internet Automatic virus scan//files are automatically scanned for viruses before being uploaded 28
Thomson Reuters Virtual Office CS A fully hosted desktop providing Thomson Reuters Tax and Accounting Products and other applications, including Microsoft Office and QuickBooks SaaS for CS Professional Suite Online software delivery method that lets you lease the entire CS Professional Suite plus Office and Exchange, without needing to invest a large up-front sum on software licenses Thomson Reuters GoFileRoom Web-based advanced document management and workflow solution designed for public accounting firms GoSystem Tax RS Web-based tax compliance solution providing integration and importing capabilities with desktop solutions such as QuickBooks, Excel, and Word 29