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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.


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.

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.

A New Look is Coming to Google Apps

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Over the next months, Google is rolling out a new look and feel across its products, including Google Apps services such as Gmail, Calendar, Docs, and Sites.

The new look is available in the following apps:

  • Gmail: Consumer, Rapid Release, and Scheduled Release users can preview through a special theme
  • Calendar: Consumer, Rapid Release, and Scheduled Release users can try out the new look
  • Documents List: Consumer and Rapid Release users can try out the new look