When the Single Point of Failure Actually Fails

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While the heavy, wet snow continues to fall and cling to the power and fiASA5505ber optic lines in our area, today’s Internet outage was not due to the first real storm this winter. Being fully in the cloud, any Internet outage could be a disaster, bringing business to a halt. In reality, the “single point of failure” really isn’t. True, we do not have multiple routers. Nor do we have multiple broadband connections.  What we do have, is the ability to work over any form of Internet connection. Here is our case study (still in progress).

Late yesterday afternoon, our trusted Cisco 5505 stopped working. Poof. Red Status light on; activity lights on the embedded switch ports blinking; no traffic. A few reboots and a few attempted hard resets later, we are still not working. A quick call and discussion, and our Cisco guru tells us “it’s a brick”. Covered by warranty and a solid support/service plan, a new unit will arrive in several days. In the meantime, we must continue to service our customers.

Quick Fix

The immediate response is to get our staff connected to the Internet in any way possible.  A few mobile hotspots activated on our phones and one MiFi device booted up, and we are back in business. Performance is acceptable, not great, and we will plow through our data plan, but we are in business with only a few minutes disruption.

Interim Fix

Our FiOS service enters our office through a service unit that converts the Fiber to Gigabit Ethernet.  We split this signal through a switch to 2 routers — one provided by our VoiP service and the FiOS router/cable modem that comes with our service.  The now dead Cisco ASA plugs into the FiOS router.

Why two routers in sequence? Having 2 routers in sequence creates a physical DMZ: a network that can receive traffic from inside and the outside while letting us stop traffic from going all the way out or coming all the way in. It’s “old school” as virtual DMZs are the trend.  We use the DMZ and the FiOS router for a guest network and wireless.  Guests can gain access to a physical or wireless connection while staying completely outside our secure network. The Cisco ASA, at the secure end of the DMZ, manages our inbound traffic, NAT, and legacy DMZ services (let over from the days when we had a few systems on-premise and needed remote access). Our secure WiFi runs off a Cisco/Linksys WAP inside the secure border of the ASA router.

With a few minutes of work, we reconfigured the FiOS router, removing the DMZ and mimicking the settings and security configured in the ASA.  Moving a few wires, we are up and running until the new ASA comes in.

Lessons Learned

Our focus has always been on the FiOS service as the single point of failure at greatest risk.  Outages have traditionally been short and as we have been able to adapt by using hotspots, MiFi, and working from home or other locations, we have not seen the need to bring in another ISP as an alternate service. The ASA failing was never really a consideration.  The box is not yet out of warranty and our prior Cisco routers lasted much longer than the 5 year extended warranty (we upgraded for features, not out of necessity).

Not having seen this scenario coming, we had to rebuild the FiOS router from scratch. Going forward, we have now saved this “emergency configuration” for future use.  Once our new Cisco ASA arrives, we will create an emergency configuration that will let us remove the FiOS router from the network.  Finally, we will build a configuration for the Cisco/Linksys WAP, as this has routing features and could replace the FiOS router in a pinch.

The biggest lesson, however, is the value of a cloud-based infrastructure with respect to business continuity. Storm or no storm, hardware failure or not, we know that we will always have options to keep our business up and running. Even when the “single point of failure” happens to fail.

Changing the Way You Buy Office

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At Microsoft’s 2015 Worldwide Partner Conference, Microsoft openly discussed plans to replace Enterprise Agreements and most Open Value licensing with subscription based models. Going away are the per-device, traditional “box” software.  For Microsoft, this is more than a change in method, it represents a change for the better in how the company will distribute, update, and enhance MS Office and other products. Forget major releases every 2 years, a subscription model enables continuous incremental improvements and will make Microsoft even more responsive to customers’ needs.

This Change is Good for You, the Microsoft User

In addition to better access to innovation, the new Office 365 Business and Office 365 ProPlus licenses are the best fit for most small and mid-size businesses.

  • Each license covers 5 PCs or Macs, 5 tablets, & 5 phones per user
    Your team can install MS Office on any device they use, giving them the ability to work on nearly any device, from anywhere, at anytime.
  • Local and/or Web Versions of MS Office
    Depending on your license choice, you can have both the local and web versions of MS Office.  Your team has added flexibility and features, and the ability to work securely from anywhere at anytime.
  • 1TB of Cloud Storage
    Keep documents secure, usable, and sharable without messy sync-and-share apps, email attachments, or thumbdrives.
  • License Flexibility
    Adjust your license count, as needed, on a monthly or annual basis, avoiding sunken costs on unused licenses and features.
  • Lower Cost
    Licenses with local and cloud Office licensing are as low as $99 per user per year, about 1/3 less than purchasing Office with Software Assurance or paying for upgrades every 3 to 4 years.

If you are thinking about, or ready to upgrade to your MS Office licensing, contact us for a free license consultation and Office 365 Business or Office 365 ProPlus quote.  We will match you the best license option.

And, through January 31, 2016, you can save at 5% or more on annual prepay Office 365 Business licensing.

The Internet of (Incompatible) Things

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Internet of Things.ForbesOne of the scourges of technology for small and mid-size businesses, is how compatible technologies and systems often become incompatible over time. As IT professionals and business owners, we have all seen this happen. An operating system update “breaks” your backup software, which you upgrade only to find out your older tape drive is no longer supported.

As we enter the age of the Internet of Things (“IoT”) in which nearly every device will be connected, expect to see more of the same, only different.  In fact, it is happening already.  In February 2015, we received a Moto 360 as a demo unit. A few of our Android users tried it out and connected it to their phones. Preferring other devices, the Moto 360 ended up in the hands of an iPhone user.  No connection; no support until Android Wear for iOS was released.

Or so we thought. Android Wear required an iOS upgrade that would not fit on the iPhone 5. An upgrade to an iPhone 6S and the latest version of iOS should do the trick. Except the Moto 360 is not compatible with the iPhone 6 phones. Moto 360 support ended with the iPhone 5.

Historically, operating systems and equipment in the PC world had roughly a 3 year life cycle between generations. In the post-PC world, hardware generations are running between 12 and 18 months with major operating system updates and versions every 6 to 9 months.

As we increase the number of attached and connected devices in our workplace and our personal lives, the speed at which compatibility is lost seems to be accelerating.

To be fair to consumers and businesses, device and software manufacturers should publish their compatibility policies. For example, Google could set a policy that their devices will be kept current with only 2 generations of hardware and/or 3 generations of each mobile operating system. This type of transparency will enable businesses to purchase with a forward looking view and accurate expectations. Vendors will benefit as well, as companies may elect to purchase higher end products with a longer shelf life

Keeping Cloud Migrations Affordable: Unlocking Cost-Efficient Transformation

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affordable cloud migration A silent trend in cloud computing for small and mid-size enterprises (SMEs) is the rising cost of migrations and data integration.  While many cloud computing costs have dropped, the cost to get data into the cloud continues to rise at a steady trend. Affordable cloud migration is a strategic approach that enables businesses to transition their operations, data, and applications to cloud infrastructure while optimizing costs. The shift to cloud computing offers numerous benefits, including scalability, flexibility, enhanced security, and improved collaboration. However, concerns about the potential expenses associated with cloud migration can be a significant barrier for organizations.

In the following sections, we will explore key considerations, cost-saving techniques, and best practices that can help businesses achieve affordable cloud migration and reap the benefits of cloud technology without straining their budgets.

The complexity of cloud migration is the reason for the decrease in affordability

SMEs are moving more workloads and more data into cloud solutions. These systems and data must co-exist and work together as well as they do on-premise. Where 12 to 18 months ago, SMEs were moving email, calendaring, and contacts into the cloud, today SMEs are also moving complex file systems and, in some cases, key line of business applications. It makes sense that moving a user’s full environment is more costly than moving just email.

Affordability in cloud migration focuses on finding cost-effective strategies, solutions, and service providers that align with an organization’s budget and objectives. It involves careful planning, evaluating various options, and leveraging cost-saving measures to ensure a smooth and budget-friendly transformation.

By adopting affordable cloud migration practices, businesses can optimize their IT infrastructure, reduce operational costs, and access advanced cloud services without overspending. This approach allows organizations of all sizes to embrace the advantages of cloud computing while maintaining financial stability.

Value is Increasing in Cloud Migration

Even though costs may continue to rise, the value of moving should rise even faster.  Moving multiple workloads and data sets to cloud should support key business objectives and should lower total cost of ownership (TCO) over time. The value proposition is unique to each SME and should be considered when looking at broad cloud adoption.

Mitigating the Cost of Migration

Structuring your cloud migration to maximize near-term and long-term value delivers an ROI on the change that should cover your migration costs.  Even so, there are steps and you can take to mitigate migration costs.

  • Bundle migration efforts into a single project, even it requires multiple phases
    • You will benefit from an economy of scale.
  • Work with a service provider than can handle or manage all aspects of your project
    • Ask the service provider about the range of migration tools it will use for the various aspects of the project.
    • A good partner will prevent you from having to learn multiple migration tools, particularly for a “one time use”.
    • You will benefit from a more efficient project with more predictable results.
  • Look for migration costs on a per user or per system basis, not on a per GB basis
    • For most migrations, the cost to move the data is not the major factor.
    • Tool licensing and expertise are the cost-critical factors.
    • A migration structured on the value of expertise and tools will be more cost-effective

Affordable Cloud Migration Services

With some up-front analysis, a focus on value, and a properly structured engagement, you can get the most value while holding the line on cloud migration costs. By partnering with service providers that offer cost-effective solutions, organizations can navigate the complexities of migrating to a cloud platform without compromising on quality or reliability.

Seeking assistance from cloud migration experts or engaging with a reputable cloud service provider for a comprehensive assessment can greatly benefit organizations. These assessments typically involve evaluating the existing infrastructure, identifying potential cost-saving opportunities, assessing security requirements, and developing a roadmap for a successful and cost-effective cloud migration.

By leveraging affordable cloud migration services and conducting a thorough assessment, organizations can navigate their cloud migration journey with confidence. They can optimize costs, streamline operations, enhance security, and unlock the full potential of cloud computing, all while maintaining financial stability. It is a strategic investment that empowers businesses to stay competitive and agile in today’s digital landscape.

Let’s discuss your cloud migration plans. Contact us for a free, no obligation consultation.

 

 

 

Tuesday Take-Away: Google Apps Security Updates

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Most organizations we work with are looking to the cloud for better collaboration, mobile integration, and remote user support. Google’s release of Drive for Work (aka Google Apps Unlimited) in 2014 promised to align Google Apps with user needs and priorities.

Over the past several months, Google has deployed several security and feature enhancements that make Drive a more robust file service. Some are only available with Drive for Work, others apply to all Google for Work domains.

Set Sharing Settings by Department
(Drive for Work / Google Apps Unlimited Only)

Sometimes different file settings make sense. You might, for example, have a research department that needs to keep information confidential and a sales team that needs to share presentations with their clients. To help manage these different sharing needs, now when you make selections in Drive settings from the Admin console, you can turn off sharing outside the domain for one organizational unit, while still allowing others to work and share files with anyone they need to.

Create Custom Drive Alerts / Track More Events with Drive Audit
(Drive for Work / Google Apps Unlimited Only)

To keep track of when specific actions are taken in Drive, you can set up custom Drive alerts. So if you want to know when a file containing the word “confidential” in the title is shared outside the company, now you’ll know. And there are more events coming to Drive audit, including download, print and preview.

Set up custom admin alerts to find out when things change
(All Google for Work Domains)

There are lots of moving parts to running a company, and now it’s easier for IT to find out about the things they care about with custom alerts — like when a new app is installed or a shared calendar is deleted — and get those right in their inbox.

Let people reset their own passwords
(All Google for Work Domains)

Recovering passwords isn’t the most pleasant thing we do in our lives. But now IT can let employees securelyreset their own passwords, so they don’t lose valuable time being locked out of their account. If this doesn’t make sense for your organization, admins can simply turn this ability off.

Disable downloading, printing and copying of any file with IRM
(All Google for Work Domains)

With Information Rights Management (“IRM”) you can disable downloading, printing and copying from the advanced sharing menu – perfect for when the file you’re sharing is only meant for a few select people. This new option is available for any file stored in Google Drive, including documents, spreadsheets and presentations created in Google Docs.

Share quickly with anyone outside your organization
(All Google for Work Domains)

When it comes to sharing, like giving final inventory lists to your caterer or last minute logos to your design agency, you want to make sure people can see it right away — whether they use Drive or not. Now, you canshare with any email address and they’ll be able to view the files you share —without having to sign-in to a Google account. Admins can disable this feature for certain departments that want to require sign-in before , while enabling it for others.

What Are the Risks Involved With Cloud Storage?

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risks involved with cloud storage

While cloud storage offers numerous benefits, it’s important to be aware of potential risks associated with this technology. Here are some common risks involved with cloud storage:

  1. Data Breaches: Cloud storage providers are responsible for securing your data, but no system is entirely immune to data breaches. A breach could potentially expose your sensitive information to unauthorized individuals or cybercriminals.
  2. Data Loss: Although cloud storage providers typically have robust backup systems, there is still a small chance of data loss. This could occur due to hardware failure, natural disasters, software bugs, or human error. It’s important to have additional backup measures in place to mitigate this risk.
  3. Limited Control: When you store your data in the cloud, you rely on the provider’s cloud infrastructure and security measures. This means you have limited control over the physical storage environment, data handling processes, and security protocols implemented by the provider. It’s crucial to choose a reputable and trustworthy provider to minimize this risk.
  4. Service Disruptions: Cloud storage services can experience downtime due to various reasons, such as maintenance, power outages, or network failures. During these disruptions, you may be unable to access your data temporarily, which can impact your productivity or business operations.
  5. Compliance and Legal Issues: Depending on your industry or geographical location, storing certain types of data in the cloud may raise compliance and legal concerns. You need to ensure that your cloud storage provider complies with applicable regulations and provides adequate data protection measures to avoid potential penalties or legal consequences.
  6. Vendor Lock-In: If you heavily rely on a specific cloud storage provider and its proprietary technologies, switching to a different provider may be challenging. This vendor lock-in can limit your flexibility, scalability, and bargaining power. It’s advisable to choose cloud storage solutions that allow for easy data migration and interoperability.
  7. Dependency on Internet Connectivity: Cloud storage relies on an internet connection for data access and synchronization. If you have limited or unreliable internet connectivity, it can hinder your ability to access your data in real-time or perform backups effectively.

Other Human Risks Involved with Cloud Storage

A recent survey by WinMagic, a UK-based storage security firm, highlights some interesting, if not disturbing, information about employee use of cloud file and storage services. Speaking with over 1,000 employees at companies with at least 50 employees, the survey found that both users and businesses appear to be unclear about the need to protect cloud data, and how to do it.

Key findings of the survey:

  • Only 35% use a service sanctioned by their employer
  • 50% use personal equipment to access work information and services at least once a week
  • 65% of employees don’t have or don’t know the company policy on cloud storage
  • 5% use cloud services knowing that the service has been restricted by the company

The disparity between IT policies regarding the use of cloud storage and employees habits is troubling, particularly given the risk of data corruption, loss, and breaches.

The solution is not to avoid the cloud due to the perceived risks involved with cloud storage. Nor should you create a draconian culture around technology and cloud usage.

To mitigate Cloud Storage Risks, Consider Implementing the Following Measures:

  • Create and share a clear, concise policy on the use of cloud services, and IT in general, for your company
    • Clearly require that work related to data to be stored only in sanctioned systems and services, and the work and personal applications and data be completely separate.
  • Provide a suite of services that meet users’ needs
    • Ask users which tools help their productivity and evaluate the secure, business versions. Remember that one size does not fit all and you may need or want multiple options.
  • Monitor and manage access, security, and privacy
    • Deploy systems that let you monitor and manage access to company data, the security of the data, and your data privacy compliance. In addition to user identity and access controls, monitor and manage file permissions based on content along with 3rd party application (especially mobile app) access to your data.
  • Inform and educate your team
    • You do not need a series of boring lectures and meetings to indoctrinate your team into the new world order. A clear, concise discussion regarding appropriate use policies gets the message across.
  • Be nimble and communicate
    • Cloud is still fairly new and services are constantly evolving and launching. Users’ needs are changing constantly as well. If you can respond to your users with tools and services that meet their needs, you eliminate their “need” to circumvent the official tools. Communication about why certain

By being aware of these risks involved with cloud storage and taking appropriate precautions, you can make informed decisions about utilizing cloud storage effectively while safeguarding your data.

A balance of useful and secure cloud services, clear policies that promote responsible use, and tools that monitor and mitigate risks will improve not just your security profile, but your efficiency as a business.

We offer a range of data protection & security services, contact us to learn more.

 

 

Tuesday Take-Away: Vault Extends to Drive

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To give businesses even more visibility and control over employee files, Google Drive will include enhanced eDiscovery capabilities for Google Apps Vault. Retention policies and legal hold capabilities, similar to those currently available for email and chat, have been extended to cover files in Google Drive. These capabilities help you meet your legal obligations and ensure that employee files are archived and available as long as needed, even if employees delete those files from their Drive.

These new capabilities are in a limited rollout now, with full availability planned for the coming months.

Tuesday Take-Away: Gain Control of Your Email – Inbox Zero Academy

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Email Overload is a Global Epidemic !

According to a recent McKinsey study, an average person spends 13 hours/week reading and replying to emails, a completely reactive activity, which is not part of anyone’s job description. What a waste of time!

The team at Sanebox has spent the last 5 years helping professionals fall in love with their email again. They’ve done a ton of research, talked to thousands of customers and compiled their findings into a series of bite-sized lessons. Most of them are extremely easy, while others will take some discipline.

Inbox Zero Academy is here to help you get to Inbox Zero every day!

Get 1 bite-sized lesson in your inbox every day, for 10 days. No more, no less.

Click here to sign up for the Inbox Zero Academy today.

For more information about Sanebox, our preferred Inbox Zero solution, click here.

 

Not Using Google Drive? You Are Not Alone

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CIO Magazine recently published a report claiming that 80% of Google for Work customers with more than 1,000 users are not utilizing Google Drive. The statistic is based on whether or not users worked with Drive at least once per month. This is disappointing given that studies show the powerful benefits realized when the collaborative features of Drive are fully utilized.

While the report does not discuss why Drive adoption is low, we have our suspicions.

Peer-to-peer file services do not scale — not without some help

In Drive (and oneDrive and other cloud file services), users create their own folders and share them with individual and teams. Each user “owns” their space and their files and to find a file, it helps to know who shared it with you. And, without central management, naming conventions, and other controls, it is difficult to control and manage access to sensitive information.  While these file services are not as challenging as Windows for Workgroups (circa 1992), they come pretty darn close.  Users familiar with a central file structure are easily frustrated with peer-to-peer sharing and file services.

“Security” is confused with “Sharing”

Yes, Google recently announced that Ernst & Young has verified the ISO 27018 cloud privacy standard for Google Drive. But when users think of security, they are concerned about sharing — or permissions — of their files. In any cloud file service, it can be difficult to fully understand who will have access to the file you are creating or uploading.  And, the nuances of Google Drive can take time to learn.

For example, when sharing a link for a Google Doc with a person that does not currently have permissions, you are prompted to allow anybody with the link to view (or comment, or edit) the document. If your intended recipient forwards the message, access is available to others outside your original intention.

In Drive, and other similar services, the relationship between exposure (who can see, view, edit the file with or without credentials) and explicit access permissions has a learning curve that is often overlooked.  People will avoid using Drive if they are worried about exposure and permissions.

The rules are a bit different

Google Drive is more flexible, and in many respects more powerful, than traditional Windows and Linux file shares. This power, however, can be distracting to end users. Having multiple documents with identical names in a folder, for example, throws many for a loop. It’s not intuitive given their experience and it can create confusion as to which document is correct or current.

Using Drive and other cloud file services is different, but you can take steps to ease the transition and improve adoption.

Train Your Users: 

Beyond the basic “clicks and drags” of Google Drive, help your users learn and understand how to use Drive effectively. Cover permission settings so they understand how to share safely and with confidence. Discuss document naming and version management, including how to upload new versions of documents without creating duplicates. Help them learn now to navigate drive, use the search bar effectively, and launch applications from within the web interface.

Create a Managed File Service:

With an affordable add-on, you can overlay a more traditional file server structure onto Google Drive. Tools like AODocs File Server, you can add the aspects of a traditional file server to Drive:

  • Central ownership and control of space, top level folders, and folder hierarchies
  • Distributed access and permissions from a central authority
  • Conversion of personal to central ownership of files uploaded to, or created, within centrally managed libraries
  • Inherited permissions
  • Audit trails

Yes, there is a cost, but the value for many companies is much greater.

Manage Your Permissions:

Permissions are not just about user settings.  Permissions should — and can — be driven by your privacy needs and the content of your documents. Tools like BetterCloud and CloudLock give you the ability to monitor and manage user access and permissions based on business rules and content as it is created or uploaded. Analysis for HIPAA, PHI, PCI, and other compliance requirements is built-in, with the ability to create customized rules for your specific needs.

 

With the right tools, and a knowledgeable workforce, you and your team will better adopt and utilize Drive.  And with adoption, comes results.

Please Contact Us if you would like information about any of the services mentioned in this post.