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Quick Guide to Your Google Workspace Transition

Google WorkspaceIn October 2020, Google announced the transition of its productivity platform from G Suite to Google Workspace.  More than a simple branding change, the transition includes significant changes to your subscription options, features/functions, and pricing.

Big Picture

  • Google Workspace has two subscription tiers: Business and Enterprise
    • The Google Workspace Business tier offers three subscription options: Business Starter, Business Standard, and Business Plus
      • You may mix and match subscription types within the Business tier based on user and group needs
      • You total user count (licenses) cannot exceed 300
    • The Google Workspace Enterprise tier offers two options: Enterprise Standard and Enterprise Plus
      • You may mix and match subscriptions within the Enterprise tier
      • You have no limited on the number of user licenses

Big Impacts

Vault

As part of the repackaging, Google Vault is no longer available as an add-on.  G Suite Business subscriptions and G Suite Basic subscriptions with Vault as an add-on, will need to move some or all of their users to Google Workspace Business Plus.  At standard pricing, this means a price increase from $11 or $12 per user per month up to $18 per user per month.  For businesses that need Vault for regulatory or industry compliance, this increase in unavoidable.

License Counts

From companies with more than the 300 users, Google is forcing a move to the Google Workspace Enterprise tier.  While Google offered a grace period allowing companies with more than 300 users to transition to Google Workspace Business subscriptions for up to 3 years, the offer has expired and is not expected to return.

The impact is a standard price increase from G Suite Basic and G Suite Business at $6 and $12 per user per month, respectively, to $20 per user per month for Workspace Enterprise Standard.  As noted, below, we can help with transition incentives and discounts to help mitigate the increase.

Storage

Workspace Business Standard and Workspace business Plus have 2TB and 5TB per user, respectively. This storage is pooled and available to all users, reducing the likelihood that specific users will need additional storage space.  While rare, some businesses running G Suite Business with unlimited storage are above those limits.  This will also become an issue over time for some businesses, particularly those that work with large files, such as CAD, images, and video.

Big Incentives

Working with Google, we are able offer incentive and discounts for transitioning from G Suite to Google Workspace.

  • Incentives and discounts are greater if you transition before your annual renewal date
  • Greater discounts exist if you are willing to commit to a 2 or 3 year term, instead of a 1 year term
  • Incentives change quarterly and, generally, become less generous over time, so reach out to us for details and your specific options
  • We will work with Google to address any unique requirements and circumstances

Incentives and smart subscription and license planning will save you money and mitigate any cost increase related to your transition.

Your Next Steps

  1. Check out our Quick Guide – Google Workspace Transition that covers migration paths and the impact on features and costs.
  2. Contact us to discuss and map out your transition from G Suite to Google Workspace, or use schedule a brief call with one of our Cloud Advisors directly.


Google Drive for Desktop Unification

In February 2021, Google announced the unification of the two existing Google Drive sync clients. The Backup and Sync and Drive File Stream agents will merge into a single client called Google Drive for desktop. This unified sync client provides a consistent experience for anyone who uses Drive for business, education or personal purposes.

Starting July 19, 2021, Backup and Sync will support a guided flow to help users transition onto Drive for desktop.

We recommend a managed deployment.  Deploy Drive for desktop to your users currently on Backup and Sync and encouraging them to complete the guided flow onto Drive for desktop before August 18, 2021. Any users still on Backup and Sync after that point will receive in-product notifications prompting them to transition to Drive for desktop.

Impact and Timing

Backup and Sync will remain available through October 2021. Any users still on Backup and Sync after that point will no longer be able to sign in to Backup and Sync. To continue syncing with Drive and/or Google Photos, users will need to transition to Drive for desktop.

To understand what’s changing, please see Google’s support article.

If any end users in your organization are currently using both Backup and Sync and Drive for desktop (not very common), they will be automatically prompted to consolidate their sync client usage onto Drive for desktop in July 2021.

Next Steps

If you require or prefer a controlled deployment, we recommend deploying Drive for desktop to your users currently on Backup and Sync and encouraging them to complete the guided flow onto Drive for desktop before August 18, 2021.

Please contact us if we can help you

  • Determine the number of users running Backup and Sync
  • Communicate with users about the change, or
  • Help manage your users’ transition

Assistance is covered under our Admin Service and Premium Service offerings, and is available as a stand-alone project.

Productivity Suite Assessment Helps Small Businesses Choose or Improve their Cloud

May 25, 2021 – Westborough, MA – Cumulus Global is pleased to announce the launch of its new Productivity Suite Assessment, a consulting service that helps small and midsize businesses (SMBs) determine which productivity suite best meets their needs and how to fully utilize the suite to improve productivity and support business goals. Whether considering, or currently using Microsoft 365 or Google Workspace, the productivity suite is the foundation for IT services. The right match is about more than the marketing hype and basic features. The right match integrates with how you work and other systems to support business goals, needs, priorities, and budget.

“For businesses not yet in the cloud, we guide them to the best fit and solution,” stated Allen Falcon, CEO of Cumulus Global. “For those only using some of the Microsoft and Google suite services, we help them fully adopt, utilize, and leverage capabilities.”

The Productivity Suite Assessment gives businesses:

  • A comprehensive review of current technology platforms and how well they are serving the business
  • Expert analysis of challenges, gaps, and opportunities to improve productivity and efficiencies
  • Recommendations: “what” technologies are a best fit and “how” to leverage them for greatest impact and value
  • Savings on implementation of recommendations.

“We help businesses decide if Microsoft 365 or Google Workspace best aligns with their operations and technologies. More impactfully, we identify under-utilized capabilities and guide adoption,” noted Falcon. “Using these recommendations, businesses improve processes, empower employees and teams, reduce costs, and enable growth.”

The Productivity Suite Assessment follows Cumulus Global’s best-practice methods.  The three phase project includes: detailed discovery, thorough analysis; and recommendations with guidance on implementation and adoption.  Cumulus Global partners with both Microsoft and Google, providing objective analysis and recommendations. Founded in 2006, Cumulus Global has 15 years experience delivery cloud solutions to small and midsize businesses.

Google Workspace Storage Policy Changes Impact Business Subscribers

Earlier today (April 15, 2021), Google announced changes to Google Workspace storage policies for Google Photos and the suite of collaboration apps.  For Google Workspace subscribers on the Business Starter, Standard, and Enterprise licenses, these changes will impact how your data counts against your storage limits.

Policy Changes:

Effective June 1, 2021

  • All new high-quality photos and videos uploaded to Google Photos will count towards your storage limit. Any photos or videos uploaded prior to June 1, 2021 will not count towards your storage limit.

Effective February 1, 2022

  • Any new files created in Google Docs, Sheets, Slides, Drawings, Forms, or Jamboard will count towards your storage limit.
  • Existing files that you modify after this date will also count towards your storage limit.
  • Existing files that are not modified will not count towards your storage limit.

Impact

Depending on your use of Google Photos and the suite of collaboration apps, these changes to the storage policies means more of your files will count towards the storage limits in the Google Workspace Business tier licenses.

Business Starter

Storage limit: 30 GB per individual user

  • Prior to June 1, 2021: If you have users that regularly use Google Photos, review their usage and determine if/when they might reach the limit.
  • Prior to Feb 1, 2022: Review usage reports to assess how quickly individual users may reach the individual 30GB limit.

Action: Upgrade specific users to Business Standard or Business Plus, as needed to ensure they have the capacity they need.

Business Standard

Storage limit: 2TB per user, aggregated across the domain.

  • Understand your storage limit. Storage is aggregated, calculate your limit by multiplying the number of Business Standard users by 2TB and the number of Business Plus users by 5TB.  As an example, if you have 10 Business Standard users, your storage limit is 10 x 2TB = 20TB.
  • Prior to June 1, 2021: Review your use of the Google Photos in the aggregate across your domain. Project the rate of growth over the coming year to assess if or when the use of Google Photos may cause you to hit your storage limit.
  • Prior to February 1, 2022: Review your use of the collaboration apps (Docs, Sheets, Slides, etc.) to estimate your rate of growth and file modifications.  With this estimate, you can project if/when you might approach your storage limit.

Actions: Running Business Standard licenses, you have options: (1) You can upgrade specific (higher activity) users to Business Plus, giving those users higher aggregated storage; (2) You can upgrade your entire domain to Business Plus, increasing your storage available to all users at the 5TB per user level; or (3) You can upgrade your service to a Google Workspace Enterprise license, giving your team unlimited storage.

Business Plus

Storage limit: 5TB per user, aggregated across the domain.

  • Understand your storage limit. Storage is aggregated, calculate your limit by multiplying the number of Business Plus users by 5TB.
  • Prior to June 1, 2021: Review your use of the Google Photos in the aggregate across your domain. Project the rate of growth over the coming year to assess if or when the use of Google Photos may cause you to hit your storage limit.
  • Prior to February 1, 2022: Review your use of the collaboration apps (Docs, Sheets, Slides, etc.) to estimate your rate of growth and file modifications.  With this estimate, you can project if/when you might approach your storage limit.

Actions: As you cannot mix Business and Enterprise tier licenses, you will need to upgrade your service (all users) to an Enterprise subscription. This change will provide unlimited storage.

Next Steps

Contact us if you would like help assessing your usage patterns, planning your utilization, or assessing your options. We will schedule a meeting with one of our Cloud Advisors or members of our Service Team.

Upgrade to Google Drive for Desktop before May 18, 2021

On May 18, 2021, older versions of Google Drive for Desktop (formerly Drive File Stream or “DFS”) will no longer function.  To continue using the application without interruption, you need to Upgrade to Google Drive for Desktop version 40.x or higher before this date.

To upgrade your version, use one of the following options:

You can read more about additions and improvements in the Google Drive for desktop release notes.

4 More Protections for Your Business

Data protection iconIn our last blog post, we identified 3 must-have protections for any business using Google Workspace or Microsoft 365.

  • Backup/Recovery
  • Advanced Threat Protection
  • Multi-Factor Authentication

In combination, these protections help prevent successful attacks and give you the ability to recover should an attack be successful.

Here are 4 more protections for your business

Putting these protections in place improves your ability to prevent attacks, and your ability to survive.

1 Next-Gen Endpoint Protection

Basic anti-virus protection is not enough. Scanning files for known or similar patterns will not protect you from modern malware or ransomware.

Next-Gen Endpoint Protection solutions use advanced heuristics, behavior analysis, and machine learning to assess threats in real-time.  These solutions identify attacks, prevent them from running, and roll-back damaging activity.

2 DNS and Web Protection

Cyber attacks are not all breaches. Attackers can use DNS to block your use of the Internet or to impersonate you and your business. Both types of attacks hurt your business and your reputation.

Between 15% and 20% of malware is downloaded without your knowledge from websites. This malware is often hidden in third party content on websites your trust.

DNS protection creates a protective barrier that prevents others using your DNS service against you. Web Protection blocks dangerous web sites and prevents malware downloads to your devices.

3 Employee Communication and Education

Ignorance is not bliss. Employees who know are less likely to make a mistake and trigger an attack or breach. You want your team to understand:

  • The danger of cyber attacks and how to avoid them
  • The likely damage form cyber attacks
  • What to look for
  • What not to do

Employee communication and education is key to creating an aware and resilient team. Combined with testing and guidance, a communication and education program reinforces positive behaviors with on-going guidance and support.

4 Business Continuity for On-Premise Systems

Most small and midsize businesses still have some on-premise systems. The connectivity and integration across systems creates an increased risk for damage and loss. Even with backup/recovery in place, restoring systems, databases, applications, and data can take days. You want, and need, to be back in business quickly — in minutes or hours.

Business Continuity/Disaster Recovery (BCDR) solutions enable you to resume operations within minutes using images of your systems running in cloud data centers. With BCDR in place, your business runs smoothly while you recover your on-premise systems.

Failing to protect your data and systems is a failure to protect your business.  Contact us for a free assessment of your data and business protection needs.

3 Must-Have Protections for Microsoft 365 and Google Workspace

Data protection iconMicrosoft 365 and Google Workspace protect your data using a shared responsibility model.  They provide redundancy and backup to ensure your service is performing, available, reliable, and secure.  You are responsible for controlling access, managing permission, and protecting your data from loss.

Here  are 3 Must-Have Protections for your Microsoft or Google Cloud Services

 

1Backup Protection for your Data

Data in the cloud is just like data stored on local servers and workstations. Information in in Microsoft 365 or Google Workspace can be lost due to accidents or malicious acts.

  • User action — overwrites and deletes — can destroy content and files, whether accidental or deliberate.
  • Malware and ransomware corrupt files that sync to OneDrive, SharePoint, and Google Drive, can damage or delete your files.
  • Integrated third party apps can damage or delete information.

You need, and want, the ability to restore files, emails, contacts, and other information. A secure backup/recovery solution protects your data, and your business.

2Advanced Threat Protection

Cyber attacks come in many forms. The most common and most effective attacks still use email. Cyber criminals use behavior science and advanced phishing techniques to access your systems, collect personal information, steal data, and ransom your business.

Advanced Threat Protection (“ATP”) is more than “spam and virus protection.” ATP uses machine learning, advanced analytics and heuristics, and behavior analysis to identify and prevent cyber attacks from reaching your inbox. Methods like sandboxing safely test links and attachments before delivery.

Even an educated and aware team can and will fall prey to attacks. Prevention is key.

3  Multi-Factor Authentication

Your team members are human. While they may understand and respect the need for robust and unique passwords, human nature always tries to balance convenience.  Studies show that 70% of us will use the same, or substantially similar, passwords across systems. A hack or breach in a third-party tool poses a significant risk to your employees’ work identities.

A compromised identity does not enable access when you have additional authentication steps. Authenticator apps, dynamic security codes, and security tags/fobs each add physical verification to your digital access.

With cyber attacks on the rise, better protection is worth the minor inconvenience of multi factor authentication. Multi factor authentication delivers one of the best protections against breaches and unauthorized access.

Failing to protect your data in Google Workspace or Microsoft 365 is a failure to protect your business.  Contact us for a free assessment of your data and business protection needs.

Evaulating SaaS Backup Solutions

Data protection icon

You have many choices when choosing your SaaS backup solution for Google Workspace (G Suite), Microsoft 365, Salesforce.com, and other cloud services.

When picking your solution, look for the data protection capabilities you need. At a minimum, a SaaS backup solution should offer the following.

Comprehensive Protection

Some SaaS backup solutions only protect email, files, and folders. Look for solutions that offer protection for contacts, shared drives, collaboration and chat tools, and calendars. Solutions with these features are far more effective at maintaining business continuity. And, the cost is often comparable.

Frequent Backups

More frequent backups let you to restore to a more recent point in time, minimizing data loss. Restores are faster and easier with less manual effort to perform restores. Services that backup multiple times per day will provide better results than those that only backup daily.

Access During Outages

Look for and choose a SaaS backup service that lets you export and access your data in the event of an outage. While limited in scope, the ability to use data should Google Workspace or Microsoft 365 be unavailable can help you keep essential work on-track.

Security & Compliance

The SaaS backup service you choose should be secure, with data encrypted at rest and in motion.  Additionally, services that meet SOC1/SSAE-16 and SOC 2 Type II reporting standards will help you meet HIPAA, GDPR, CCPA, SEC, and other regulatory compliance requirements.

Your Next Step:

We recommend you protect all data in Google Workspace or Microsoft 365 with a secure and robust backup/recovery solution.  Protecting your cloud-resident data is no different than protecting data hosted on servers and systems in your office. We can help you make the right choice.

For more information, view and download our eBook, SaaS Protection Buyers Guide.

Learn more about Cumulus Global’s data protection and security solutions, contact us to discuss you needs and options, or schedule a complimentary cloud advisor appointment.

3 Reasons for SaaS Data Protection

Data protection iconSaaS data is not immune to permanent data loss. Microsoft and Google make no guarantees when it comes to restoring deleted data, whether from human error or a malicious act. While Microsoft 365 and Google Workspace (formerly G Suite) may make collaboration more efficient, data protection and management is a shared responsibility. Both Google and Microsoft include some basic recovery capabilities, but they not enough to protect your business.

Here are 3 major reasons to add SaaS data protection to your Microsoft 365 or Google Workspace solution.

1: Data Loss Due to Permanent Deletion

If an employee accidentally deletes a critical spreadsheet from OneDrive or Google Drive, or a deleted folder of important emails passes the retention period in Trash, neither Microsoft nor Google will be able to recover your data.

Even if those files are within your retention period, locating and restoring lost data can cost you more time than you can afford.

2: Data Loss Due to a Ransomware Attack

If your business suffers a ransomware attack, you cannot roll-back your data to a point-in-time before the attack without a backup solution. Your data is likely gone forever.

More than losing valuable business data, you will face potentially crippling costs.  You may choose to pay the ransom (without any guarantee your files will be unlocked). You may work to rebuild your lost data. Either way, you will spend significant money, time, and lost productivity trying to save your business.

3. Time and Money Lost in Recovering Files

Retaining critical user data when employees leave your company is costly without a backup solution in place. The time spent to recover data might be more than what your business can afford. SaaS Data Protection lets you retain past employee data without the need to keep their Microsoft 365 or Google Workspace account active. You save time and money.

Whether you lose data or time, the impact to your bottom line can be significant. To address this challenge, you need a secure solution for this growing reliance on the cloud.

Learn more about Cumulus Global’s data protection and security solutions. To ensure your business continues to run smoothly, schedule a complimentary cloud advisor appointment.

Service Update: Datto SaaS Protection

Service Update: Datto SaaS Protection. The latest Datto SaaS Protection platform is now available to all of our costumers. For more recent customers, you are already on the newest platform.  For our longer term SaaS Protection (aka Backupify) customers, the transition process will begin as early as February 1, 2021. The process will complete before May 31, 2021.

Benefit:

With this move, all Datto SaaS Protection customers will have access to the latest features. These include protection for Microsoft Teams and Google Shared Drives, and the Daily Backup Success Report.

Process:

To ensure a smooth transition, any data on the legacy platform will be archived in one of Datto’s secure Microsoft Azure instances. A fresh backup set will initiate on the new platform. We can assist you in exporting your legacy backup data if you prefer to not have it stored by Datto on Microsoft Azure.

There are some unique aspects of the transition for some of our customers, our Service Team will contact you as needed to discuss your transition.

Please contact us with any questions or concerns.

Webcasts

Your Transition to Google Workspace

Thursday July 14, 2021 at 3:00 PM ET

In October 2020, Google announced the transition of its productivity platform from G Suite to Google Workspace.  More than a simple branding change, the transition includes significant changes to your subscription options, features/functions, and pricing.

In this Coffee & Clouds webcast, Cumulus Global CEO Allen Falcon maps out your subscription and license options, the changes in features/functions, and the impact on your cost.

Please join us. We will have time for Q&A and the coffee is on us.

Additional Resources:

Coffee & Clouds Series

Register to attend or receive the recording





Small Business Guide to Cyber Threats, Security, and Response

3T@3 Webcast Series: Tuesday, Jun 15th at 3:00 PM

The recent ransomware attack on Colonial Pipeline sent shockwaves through the gasoline supply chain. And while some panicked and tried to stockpile gasoline, others saw this major cyber attack as evidence that “I am not the target”. Over 50% of small businesses think they are too small for a cyber attack.

With 43% of cyber attacks targeting small businesses, the number of breaches in small businesses jumped 424% in 2020.

In this month’s 3T@3 Webcast, we provide a practical guide to cyber threats and security. No fear mongering, no hyperbole. We will share data that quantifies your level or risk and the most prevalent types of risks and will outline practical, reasonable, and affordable steps you can take to both protect your business and, should an attack succeed, respond and recover.

This session will save you time and money today, and might just save your business in the future.

Watch the recording on-demand



Data Protection & Security

Productivity Suites: Google and Microsoft Revisited

3T@3 Webcast Series: Tuesday, May 18th at 3:00 PM

Cloud productivity suites, particularly Google Workspace and Microsoft 365, have evolved from leading edge concepts, to mainstream solutions. Along the way, both services have evolved with multiple iterations of branding, features, and subscription options, adapting to the growing use and needs of businesses adopting the solutions.

Which productivity suite is right for your business, today?

In this month’s 3T@3 Webcast, we take a fresh look at Google Workspace and Microsoft 365 and how each might best serve your business. Rather than a feature-by-feature comparison, we take a strategic look at positioning, architecture, services, subscription options, and integrations. Our objective with this session is to help you assess which suite best supports your business goals and priorities, best enables productivity, and best empowers your team to succeed.

Whether you are in the cloud or getting ready to move, join Cumulus Global CEO Allen Falcon and gain a better view of your future.

Watch the recording on-demand



Data Protection & Security

library

The Transition to Google Workspace

In October of 2020, Google announced the rebranding and restructuring of G Suite into Google Workspace.  In doing so, Google created two subscription tiers — Business and Enterprise. Within each tier, Google announced new subscription options with features aligned to better match what organizations of different sizes need and want in the productivity suite. With the transition to Google Workspace, most businesses gain communication and collaboration features they need and want.

For many businesses, maintaining current capabilities comes with a significant increase in subscription fees.

To help you plan your transition to Google Workspace, this slide deck with notes from our Coffee & Clouds Series webcast covers

  • Subscription changes
  • Transition options
  • Pro/Con considerations for each transition path

Please confirm the information, below, to view and download the slide deck:


Google Workspace Security

Google Workspace SecurityeBook | Source: Google

We fully understand the security implications of powering your business in the cloud.

Because Google and our enterprise services run on the same infrastructure, your organization will benefit from the protections we have built and use every day.

      • Secure by design
      • Product security innovation
      • Compliance, eDiscovery, and analytics
      • Transparency

Our robust global infrastructure, along with over 700 security professionals and our drive to innovate, enables Google to  stay ahead of the curve and offer a highly secure, reliable, and compliant environment.

Please confirm the information, below, to view and download the ebook



Make it Work: The Future of Collaboration and Productivity

Make it WorkeBook | Source: Google

Many of the technologies , trends , and cultural norms that will shape tomorrow’s workplaces are already transforming forward thinking organizations around the world. In other words , the future of work is here it’s just not evenly distributed.

This report identifies three important and impactful changes businesses  can make to catch up with competitors that are already working in the  future:

  • Give people the tools to save time and work faster
  • Empower people to access knowledge and share ideas
  • Let people work how they want: flexibly and collaboratively

Armed with these three strategies , businesses can improve productivity and encourage innovation while better  meeting the needs of their customers and their employees now and in the decade (or more) ahead.

Please confirm the information, below, to view and download the ebook



Google Workspace Migration Guide

Google Workspace Migration GuideeBook | Source: Google

Whatever your business’s reasons for considering a switch in collaboration tools — a merger or acquisition, the desire to become a  more collaborative, innovative and transparent organization, or simply a  technology audit — change can provoke anxiety and disruption, even  when it is for the better.

What are your goals, and what makes one technology solution the best fit?

Here are some insights that can help facilitate a smooth transition to new workplace productivity tools at all stages — with specifics on Google Workspace — from decision to preparation to deployment to upkeep.

Please confirm the information, below, to view and download the ebook



Google Workspace Encryption

Google Workspace EncryptionWhitepaper | Source: Google

Security is a key consideration for organizations that choose Google Workspace.

Google works hard to protect your data — whether it’s traveling over the Internet, moving between our data centers or stored on our servers. A central part of Google’s comprehensive security strategy is encryption, which helps prevent  information from being accessed in the event that it falls into the wrong hands.

This paper describes Google’s approach to encryption and how it keeps your sensitive information safe.

Please confirm the information, below, to view and download the eBook.



Google Security Whitepaper

Google SecurityWhitepaper | Source: Google

Traditionally, organizations have looked to the public cloud for cost savings, or to augment private data center capacity. However, organizations are now primarily looking to the public cloud for security, realizing that providers can invest more in people and processes to deliver secure infrastructure.

As a cloud pioneer, Google fully understands the security implications of the cloud model. Our cloud services are designed to deliver better security than many  traditional on-premises solutions. We make security a priority to protect our own  operations, but because Google runs on the same infrastructure that we make  available to our customers, your organization can directly benefit from these  protections.

Please confirm the information, below, to view and download the eBook.



SaaS Protection Buyer’s Guide

eBook Source: Cumulus Global

Microsoft, Google, and other cloud providers backup their infrastructure. They ensure that their services are running and accessible. You, however, are responsible for managing, securing, and protecting your data.

This eBook guides you through common myths about cloud services, why SaaS protection is important, and selecting your SaaS protection solution.

Please confirm you information below to view and download the eBook.