Working in the Clouds

Here we are at the "Helpful People" non-profit community program.

We have been invited to sit in on a little presentation of what their new plans are for implementing modern technology into their operations.

They have 16 people on staff that have need to access the network from various points of entry.

Some of the staff log in locally and work with files, apps and services in the building.

Others on the staff, outreach workers, counselors visiting local schools and other locations need to be able to access using their laptops remotely.

Someone told them about "cloud computing" and they want to discuss this and what it's implications are.

Is cloud computing using a service provider such as say Google or a commercial entity for your access and services such as email, file storage, applications, etc ( think along the lines of Google Apps. ).

Is cloud computing the ability to access servers located on the premises but over the web?

Perhaps some combination of the two.

How about, using a "hosted" provider so that the agency can save some monies by using the hosted service for the "backbone" apps and services like email, BB's, Wikis and so on with other services on local servers like file server, authentication, printing, etc...?

Does "cloud computing" refer to one of these concepts or all of them?

At it's most commonly discussed, "Cloud Computing" is accessing resources and applications over a Wide Area Network. Yes, the Internet is the GrandDaddy of all Wide Area Networks.

What are the benefits of using cloud based tools versus locally based?

Well, using Cloud based usually means reduced costs in the purchase or hardware such as servers and licenses ( if you use Operating systems and other software requiring licensing. )I also saves on space requirements in your local office or building to house said equipment.

Cloud based means you can have access to your data, apps and other resources anywhere you go. All you need is a Web Browser and your set.

In a lot of situations and circumstances, Cloud computing can be a big gain for small businesses and non profit organizations trying to meet tech needs on low budgets.

On the other side of the coin, it has some downsides that will and should make any non profit or small business cautious.

For one thing, if the providers servers ever go down, for whatever reason, you are SOL (Simply Out of Luck ) You will have no access to your apps and or data that you might really need at that time.

( Remember kids, just because you use Cloud based services, that shouldn't stop you from keeping backups around, especially for situations like this. )

Another, hotly debated item is keeping what may be "confidential" data and information on someone else's server. You had better hope this provider has some serious intruder prevention and security. The possible consequences could be tragic.

Of course, the hotly debated part of this discussion is that some people will contend that the most potentially "confidential" information about us is already out there on the web somewhere.

This may very well be. However, if it is released by whoever is holding that information, it is their butts that will fry for the damages not yours. The more local control you can hold over confidential information, the better the ability to CYA ( Cover Your Assets ) you will be able to do.

Overall, it is possible to gain many advantages from using Cloud based services. It should be planned and thought out carefully and as fully as possible. Have "Code Red" plans at the ready.

Have policies about the usage, when, where, who and how things are to be accessed.

Backups. Have we mentioned backups? Wow, can't express the importance of backups enough here. You may want to have a plan for regular and persistent backups. Backups are your friend.

If you want to play with how Cloud services can work, one good place to practice and play is Google Apps. They offer many "Cloud" services and can work with a specific domain for free. Yep, free. All it costs you is for the domain name.

Will Google Apps be what you use in the long run, probably not, then again, maybe you will stick with it.

Either way, don't go into the Cloud services arena without gaining some experience and insight first.

Forewarned is forearmed.