Tuesday Take-Away: File Service Strategies with Google Docs

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As more of our current and future customers move to the cloud, they have greater interest in moving beyond email, calendars, and chat.  More organizations see cloud file services as a way to improve access to information while simplifying IT infrastructure and lowering costs.  These organizations are right on the mark!

For those running Google Apps for Business, Education, or Government, the Google Docs service is a great foundation from which to build an integrated file service.  Here are some considerations and strategies.

Central Ownership

Every user has the ability to use Google Docs to store and share information, and to create a hierarchy of collections (just like folders) to organize and manage files.  When building a file service using Google Docs, you may want to consider central ownership of data that would normally be housed on shared space on a file server.

Central Ownership …

  • Puts all of the “file server” data under “Collections Shared with Me” in all users’ Google Docs screen, providing a consistent interface and experience.
  • Gives administrators control over permissions.
  • Avoids underlying document ownership issues.
  • Provides a central account for managing the amount of storage needed.
  • Further simplifies backup/recovery.

To setup central ownership of your file service, you will need to purchase or dedicate one account as the “file service” account.

Desktop Integration

While Google Docs is pretty good as a productivity suite, many of your users may want or need to continue using legacy desktop solutions.  The good news: you can store any file type in Google Docs; the bad news: opening up a browser to upload files is an intrusive extra step.

Fortunately, you can choose from several inexpensive third party solutions that provide desktop access to Google Docs.  When working with clients to pick the solution, we look to see if they need drive letter access (DLA) service and/or access via Network Places from Windows desktops and/or desktop drive access from Macs.  The solution we recommend will result from these needs and from the amount of local drive space available to cache online data.

Local Cache / Offline Access

By building a solution with a local cache, you can provide users with robust offline access to documents.  Additionally, a local cache lets desktop applications save locally, as they are designed to do, with the files synchronizing to Google Docs in the background.

Learn More

If you want to learn more about building a file server around Google Docs, please contact us directly, visit our web site, or join us for one of our upcoming events.


Friday Thought: Roads Paved with Good Intentions

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We have all hear the proverb about roads paved with good intentions.  With all of the media attention on SOPA (Stop Online Piracy Act) and PIPA (Protect IP Act) this week, it appears that we may have a well-needed detour.

While the media is portraying the SOPA/PIPA battle and the site blackout protests as a battle between big Hollywood and big Silicon Valley.  The reality is that SOPA and PIPA are bad for businesses and for small businesses in particular.

The intention behind SOPA and PIPA is good — stop online piracy of copywrited materials.  And one could argue that the current process of requesting the removal of individual items is not sufficient.  But SOPA and PIPA go too far in the other direction.

SOPA and PIPA give content holders, and the US Government, the right to shutdown entire sites and domains if they feel the site is improperly using intellectual property.  The act also forces sites that provide hosting and storage for others to monitor content and prevent illegal use.  Sounds like a good idea, but …

  • SOPA and PIPA allow sites to be shutdown without due process, forcing an accused site to prove its innocence.
  • Holding Google accountable for others’ YouTube content is like holding Verizon accountable for what you say over the phone.  It’s absurd.
  • Forcing hosting and cloud services to monitor and enforce will dramatically increase the cost of basic Internet services — from web hosting to email to file services.
  • Services you use could be shut down due to the actions of others, and you will have no recourse.
  • While the intention is to stop the big IP pirates, the laws apply to everyone.  Your web site could be shutdown if somebody violates a copyright when posting a comment on your blog.
  • The acts lack adequate protection from false accusations — unethical competitors can disrupt your business and bog you down in legal issues.

Beyond some of the big issues, both SOPA and PIPA present unnecessary risks to small and mid-size businesses.  Join us in opposing bad legislation, even if the intention is good.

 

 

Tuesday Take-Away: New Google Apps Admin Features

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One of the common criticisms of cloud solutions and Google Apps is the lack of administrative capabilities.  For the most part, this criticism is unfounded as many of these capabilities are no longer needed when you are free from managing the hardware and network resources behind your applications.

Beyond the so-called “paradigm-shift”, Google is aggressively adding administrative capabilities.  Some of the new features include:

  • Restrict users ability to download “native”/legacy (non-Google) format files, such as .doc, .ppt, and .pdf files.
  • Allow delegated administrators to wipe mobile devices
  • Allowing delegated administrators to use non-primary domains
  • Expanded reporting and administrative APIs
  • Expanded Mobile Management, including:
    • Granular policies: Configure mobile settings at the organizational unit level
    • Device activation: Control what devices can connect to your users’ Google Apps data
    • Device console: View all mobile devices in your domain connecting with Google Sync or Android Sync


CumuluSuite for Libraries Launches with More Features and Savings

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In a move designed to help public libraries address increasing dependence on technology in the face of shrinking budgets, Cumulus Global today launched CumuluSuite for Libraries, an E-Rate eligible, integrated email and collaboration solution designed to lower costs and improve communications and collaboration. Based on Google Apps for Government or Business, CumuluSuite for Libraries includes enhanced administration tools, premium support services, and options for data backup and email archive/discovery services. 

“We understand that libraries are struggling with limited budgets at the same time they are looking to benefit from new technologies”, stated Allen Falcon, CEO of Cumulus Global. “We offer libraries options that simplify their IT infrastructure, enhance capabilities, and lower both direct and indirect costs.”

With  the CumuluSuite for Libraries Basic package Libraries get the email, calendar, document collaboration, intranet, and video services of Google Apps bundled with unlimited support for their IT team.  For libraries required to retain emails under public records laws or policies other packages provide for compliant archiving and e-discovery services, as well as backup services for content in Google Apps and social media sites. Tier 2 end user support is optional with all bundles.

“The options help libraries pick a solution that meets their needs and budget”, added Falcon. “Libraries can select the services they need and deploy them without investing in capital equipment and software.  Libraries can also decide if they need the Business or Government editions of Google Apps.”

The window for libraries to apply for fiscal year 2012 E-Rate funding through the Universal Service Administration Company Schools and Libraries program (www.usac.org/sl) opened on January 9th and closes in March. Through the program, libraries may be eligible for discounts and reimbursements of 40% or more. Information about CumuluSuite for Libraries and package options is available at www.cumulusglobal.com/libraries.

About Cumulus Global
Cumulus Global, formerly Horizon Info Services, helps small and mid-size businesses, non-profits, governments, and educational institutions thrive by delivering cloud computing solutions. Serving clients from 1 to more than 1000 employees across numerous industries, we align technology with our clients’ goals, objectives, and bottom lines. We leverage our expertise, vendor relationships, and a diversified range of best-of-breed cloud services to create custom solutions with tangible value.

Cumulus Global is a member of the American Library Association.

Helpful Webinars, Recorded for Your Convenience

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Here are links to some of our recent webinars that you may find helpful.   You will be asked to “register”, so that we may track who is interested in these topics.

Google Apps for Libraries

The Google Apps Difference

The Google Apps-perience!


Cumulus Global Supports Occupy Google Apps Movement

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In response to the growing number of small and mid-size businesses frustrated with “Big Tech” solutions, Cumulus Global announced it is formally and actively supporting the Occupy Google Apps movement. Small businesses throughout New England and across the United States are joining a new branch of the Occupy movement focused on protesting against “Big Tech”. Big Tech vendors burden small and mid-size businesses with extra features and extra costs without delivering additional value. Occupy Google Apps encourages small and mid-size businesses to shed their “Big Tech” burden and move to Google Apps for Business and other cloud computing solutions. 

“Small and mid-size businesses drive the economy and job creation, yet the big IT vendors treat small business like unwanted pets”, notes Allen Falcon, CEO of Cumulus Global and support of the Occupy Google Apps movement. “These vendors punish SMBs with unnecessary complexity and costs.”

Some of the gripes among Occupy Google Apps members include: Complex and expensive licensing options; forced hardware upgrades to run updated software; expensive upgrades without relevant new features; time-consuming patches an updates; and misrepresentation of hosted services as cloud computing.

“It is absurd that small businesses are paying consultants to figure out the best licensing option when buying basic software like operating systems and office productivity suites”, stated Falcon. “Occupy Google Apps is about easy to use, secure, and reliable services, and only paying for what you need.”

Cumulus Global, in support of the Occupy Google Apps movement, is actively helping businesses evaluate their IT services and plan their move to Google Apps and cloud computing. Information is available at www.occupygoogleapps.com or from Cumulus Global at www.cumulusglobal.com.

About Cumulus Global
Cumulus Global, formerly Horizon Info Services, helps small and mid-size businesses, non-profits, governments, and educational institutions thrive by delivering cloud computing solutions. Serving clients from 1 to more than 1000 employees across numerous industries, we align technology with our clients’ goals, objectives, and bottom lines. We leverage our expertise, vendor relationships, and a diversified range of best-of-breed cloud services to create custom solutions with tangible value.

Tuesday Take-Away: Smart Distribution Lists

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One of the challenges many of our customers face is managing contacts and distribution lists.  Organizations want to share contact information to avoid duplicate and incorrect information, but need to control who manages the data.  Similarly, many organizations want to build distribution lists for communicating with contacts, but want each contact to only have one record.

For Google Apps, we work with several tools (i.e. Floreysoft) that help you build and share contact information and groups.

For Distribution Lists, Google Apps for Business (Government, and Education) includes Groups.  Originally built to provide secure discussion forums with optional moderation, Groups has evolved into a robust communication and collaboration tool.  Some of the key features in Groups that create smart distribution lists include:

  • Access Security: Control who can manage, view, and belong to the group in order to receive messages.  Access can be given to individuals outside your organization, a great advantage for project teams.
  • Use Security: Control who can use the group, ie send messages to the group, and whether or not the list can be used by email address only (group1@yourdomain.com) or via a web interface.   Access can range from specific individuals to fully public.
  • Delivery Options: Messages can be forward to members as they arrive or in daily or volume-based digest formats.  Users can elect to change this setting to meet their individual job and communication preferences.
  • Nesting: Groups can be members of other groups.  This lets companies create a distribution list hierarchy.  Place a person in the correct group, and they will receive all message for distribution lists “up the chain”.  Schools can easily create email lists for parents and students by class, and then roll them up into grade, school, and district level lists.

With these features, organizations have the ability to place contacts in distribution lists and maintain a single source for managing contact records.

Friday Thought: Chromebooks are NOT Netbooks

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It is pretty clear from the industry press that a consensus is building that the time for netbooks may have passed.  And when Dell, one of the big 3 PC makers, decides to end all netbook products, the industry takes note.

But when a technophile friend of mine lumped Chromebooks into this category, I had to disagree.  His argument that netbooks came out too early, before the customer was ready for the cloud.  And now, with tablets, smartphones, and other devices, the need is no longer there — you can get more for less elsewhere.

Chromebooks, however, are not netbooks.

Netbooks from Dell, HP, Acer, and others still carry the burden of traditional operating systems, albeit “customized” for a purpose.  So while the cost to buy the device was lower, businesses still needed to carry the full burden of supporting any PC-class device.  And users still expected to run ‘heavy’ apps like MS Office on these devices.  Less capable, less expensive to buy, just as expensive to run and support is not a formula for long term success.

Chromebooks are entirely different … here’s how:

  • Chromebooks run Chrome OS, the first commercial Operating System to be built specifically to support cloud computing environments.
  • Chrome OS is also the first commercial operating system to include encryption and malware protection in the kernel, eliminating need for two layers of third party software.
  • Chromebooks operate on the model that everything you need is in the cloud, that there is little or no need for any local data.
  • Chromebooks give you access to legacy desktop environments and applications not through local installs, but through terminal services, virtual desktop interfaces, and RDP services.
  • Chromebooks run with a near-zero footprint for its users; no need to manage software distribution, patches, and updates.
  • Chromebooks receive profiles and policies with each power up and user login, eliminating the need to create, manage, and distribute system images.

Most importantly, when you purchase Chromebooks, you are not buying hardware, you are buying a service.

Yes, you own your Chromebook devices, but they are one component of the service.  The service includes a management console that empowers organizations to manage user profiles, services, access, and add-ins.  The service also includes a replacement warranty of up to three years.  Chromebooks are as close to a “zero maintenance; zero administration” solution as you can get.

Netbooks give users a familiar, less capable (some might say ‘crappy’) system that still requires all of the administration and maintenance of a full blown PC.

Chromebooks give users a new platform with expanded capabilities, but without much of the expensive and burdensome overhead.

Netbooks may be on the way out; Chromebooks and the service model they bring to the market should be here for the long haul.

 

Tuesday Take-Away: Advanced Searching in Gmail

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As more people migrate to Google Apps and begin using the Gmail interface, they are often impressed with the scope and speed of the Gmail search bar.    Not surprising, since Google is sort of known for search.

But, did you know that just like on google.com, you can use advanced search operators in your Gmail search bar?  These operators let you focus your search with greater precision, without sacrificing speed.

Some of the advanced search operators we find most useful are:

Operator Definition Example(s)
from: Used to specify the sender Example: from:amy
Meaning: Messages from Amy
to: Used to specify a recipient Example: to:david
Meaning: All messages that were sent to David (by you or someone else)
label: Search for messages by label*
*There isn’t a search operator for unlabeled messages		 Example: from:amy label:friends
Meaning: Messages from Amy that have the label “friends” 

Example: from:david label:my-family
Meaning: Messages from David that have the label “My Family”
has:attachment Search for messages with an attachment Example: from:david has:attachment
Meaning: Messages from David that have an attachment
is:starred
is:unread
is:read		 Search for messages that are starred, unread or read Example: is:read is:starred from:David
Meaning: Messages from David that have been read and are marked with a star
after:
before:		 Search for messages sent during a certain period of time*
*Dates must be in yyyy/mm/dd format.		 Example: after:2004/04/16 before:2004/04/18
Meaning: Messages sent between April 16, 2004 and April 18, 2004.*
*More precisely: Messages sent after 12:00 AM (or 00:00) April 16, 2004 and before April 18, 2004.

 

You can review a full list of advanced search operators here.  You can also use these operators to create filters and manage email as message arrive.

Happy New Year: Looking Back and Forward

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At this time of year, we are often bombarded with “year in review” and “our prediction” articles, news stories, and specials.   As a change a pace, I thought I would take a look at how some past predictions have actually been on the mark.

This video, dating from October 1954, is a segment from GE that aired as part of a televised celebration of the Diamond Jubilee for the electric light.

The video predicts future technologies, including automatic dishwashers, VCRs, DVRs, cellphones, flat screen TVs, 3D TV, and more.

(Note: The video and audio start at 0:08)