RIA Workspace

Tag: Cloud

  • Why RIAs should move on from virtual desktops

    Why RIAs should move on from virtual desktops

    In the financial industry, staying ahead of the curve is no longer just beneficial — it’s necessary. For registered investment advisors (RIAs), this means constantly reassessing the tools and technologies that power their operations.

    One area that can be a point of contention for many RIAs is the use of virtual desktops. While this technology may have once been considered cutting-edge, there are now compelling reasons why RIAs should move on from it.

    What are virtual desktops?

    Virtual desktops enable users to access a desktop environment using any internet-connected device. Instead of using a traditional physical desktop computer, employees can log in to their virtual desktop from a laptop, a tablet, or even a smartphone.

    The idea behind virtual desktops is to create a more flexible and mobile work environment, where employees can access their work from anywhere. Virtual desktops are also known as virtual desktop infrastructure or VDI, virtual computers, cloud computers, hosted desktops, and remote desktops.

    Why virtual desktops were once popular among RIAs

    There are a number of reasons why virtual desktops gained popularity among RIAs. One of the main drivers was the promise of cost savings. Virtual desktops require less hardware and maintenance, which can result in lower operating costs for a firm. Additionally, virtual desktops offered more flexibility and mobility for employees at a time when cloud-based software platforms weren’t as accessible as they are today.

    Virtual desktops were also seen as a way to increase security, as data and applications are stored in a central location rather than on individual devices. This was ideal for preventing data breaches and ensuring compliance with regulations.

    The pitfalls of virtual desktops

    While virtual desktops may have been seen as a viable solution in the past, modern challenges have posed several drawbacks that make them less appealing to RIAs.

    Latency: A silent disruptor

    Imagine this scenario: You’re conducting an important video conference, discussing financial strategies in real time, and suddenly the connection becomes unstable. The audio starts cutting out, the video quality drops significantly, and you’re unable to clearly communicate your ideas. This is an example of latency, and it’s a common issue with virtual desktops.

    Latency refers to the delay in response time when accessing a virtual desktop. This can be caused by a variety of factors, such as network congestion, distance from the server, and even the type of application being used. For RIA operations, where speed and accuracy are crucial, even a small delay can have significant consequences.

    The workaround conundrum

    RIAs are known for their problem-solving skills, and faced with the complexities of virtual desktops, many have come up with workarounds to try and improve the user experience. However, these workarounds often come with their own set of challenges.

    For example, some RIAs have resorted to using local applications instead of accessing them through the virtual desktop. While this may improve performance, it also defeats the purpose of having a virtual desktop in the first place. Others have tried implementing additional software or investing in expensive hardware upgrades, both of which can be costly and time-consuming.

    False sense of security

    Virtual desktops promised increased security. However, as technology has advanced, so have cyberthreats. With virtual desktops, all data and applications are stored in a central location, making them vulnerable to a single point of failure. If the server is compromised, all information and access are at risk. Additionally, as virtual desktops become more popular, they also become a bigger target for cybercriminals.

    What’s more, many virtual desktop users assume that the technology itself will protect their data. The truth is that human error is still a major factor in cyber breaches, and no amount of technology can completely eliminate this risk.

    RIA Cybersecurity Checklist: 29 Priorities to Secure Your Firm

    The cost dilemma

    While the benefits of virtual desktops may have initially made them seem like a cost-saving solution, the reality is that virtual desktops can end up being quite costly in the long run. Paying for cloud servers and resources is one thing, but the additional expenses for hosting Microsoft licenses and other services to make the platform more efficient can quickly add up. It’s essential for RIAs and financial advisors to evaluate whether the investment aligns with the actual benefits received.

    Better alternatives for RIAs

    So what are the better alternatives to using virtual desktops that RIAs should consider? One option is leveraging cloud-based software platforms specifically designed for financial advisors. These platforms offer secure and compliant hosting of applications and data, without the latency and workaround issues of virtual desktops. They also come with added benefits, such as integrations with other tools and services, automated reporting, and ongoing support and updates.

    Another alternative is investing in high-performance hardware for local applications. While this may require a larger upfront investment, it can provide faster access to critical data and applications without the lag of virtual desktops.

    Ultimately, it’s essential for RIAs to carefully evaluate their needs and consider all the options when it comes to technology solutions. Virtual desktops may have once been the go-to choice, but as technology evolves, so should RIAs’ approach to creating a secure and efficient work environment.

    Our team at RIA WorkSpace can help your RIA or financial advisory firm find the best technology solutions to fit your unique needs. Contact us today to learn more about how we can support your business and improve your overall operations.

  • Crafting the perfect internet usage and monitoring policy for your RIA firm

    Crafting the perfect internet usage and monitoring policy for your RIA firm

    The internet has become indispensable to modern businesses, and registered investment advisory (RIA) firms are no exception. The internet offers a wealth of information, communication, and networking opportunities that can greatly benefit RIA firms in terms of efficiency and productivity. However, the internet also poses potential risks for RIAs, including data breaches, cyberattacks, and inappropriate online behavior.

    To mitigate these risks and ensure the responsible and productive use of the internet, it is crucial for your RIA or financial advisory firm to implement a comprehensive internet usage and monitoring policy. This policy should not only outline guidelines for employees on how to use the internet for work-related purposes but also provide measures for monitoring and enforcing compliance.

    Essential components of an internet usage and monitoring policy 

    While the specific details may vary depending on the nature and size of your RIA firm, a comprehensive internet usage and monitoring policy should include the following key components:

    1. Purpose and scope – This section should outline the purpose of the policy and specify which employees or divisions it applies to. For example, your policy may include provisions for full-time and part-time employees, contractors, and interns. It should also identify which devices and networks are covered, such as company-owned computers and Wi-Fi networks.
    1. Acceptable use – This part should define what constitutes acceptable use of the internet for work-related purposes. It may include guidelines on appropriate websites and applications to access, email usage, social media policies, and online communication protocols. Be specific and avoid vague language to ensure clarity and avoid misinterpretation.
    1. Prohibited activities – It is equally important to outline what is not allowed when using the internet for work purposes. This may include accessing certain websites or types of content that are deemed inappropriate, engaging in online gambling or illegal activities, and sharing confidential information on public networks.
    1. Personal use – It may not always be feasible or desirable to completely restrict personal internet usage at work, which is why this section should clarify the extent to which employees are allowed to use company resources for personal purposes. For example, you may allow limited personal use during breaks or specify which non-work-related websites or applications your team can access.
    Related reading: Tips for RIAs: Why and how to separate your work and personal accounts
    1. Monitoring – Here, you should clearly state the methods and tools your firm will use to monitor employee internet usage, such as network monitoring software or periodic audits. Be transparent about the purpose and scope of monitoring; emphasize that monitoring is not meant to invade employees’ privacy but to ensure compliance with the policy and protect the firm from potential threats.
    1. Consequences of noncompliance – To ensure that employees take the policy seriously, it is crucial to outline the consequences of violating it. Consequences may include verbal or written warnings, suspension or termination of employment, and legal action if necessary.
    1. Review and updates – Your policy should also specify how often it will be reviewed and updated to reflect changes in technology, regulations, or company policies. It is vital to regularly review and update the policy to ensure it remains effective and relevant.
    1. Acknowledgement and consent – The final yet most critical component of your internet usage and monitoring policy is the employee’s acknowledgement and consent.  You may ask them to sign an agreement form or provide a digital signature to indicate that they have read and understood and agree to comply with the policy. This not only ensures that employees are aware of the policy, but also helps protect your firm in case of any disputes.

    Importance of a comprehensive internet usage and monitoring policy

    A well-crafted internet usage and monitoring policy can provide numerous benefits for your RIA firm, including:

    • Safeguarding sensitive information – With the rise of cybercrime, a comprehensive policy can help protect your firm’s sensitive data and client information from potential breaches or leaks.
    • Maintaining productivity – A clear and concise policy helps ensure that employees do not waste time on non-work-related internet activities, thus improving productivity. It can also prevent the misuse of company resources, such as bandwidth and storage.
    • Protecting your firm’s reputation – Inappropriate online behavior or activities by employees can reflect poorly on your RIA and damage its reputation. An effective internet policy can prevent such incidents and maintain a positive image for your firm.
    • Fostering a culture of responsible internet usage – By clearly communicating expectations and consequences, a policy can promote responsible internet usage among employees and create a culture of cybersecurity awareness in the workplace.

    Transparency, understanding, and mutual agreement: The pillars of an effective policy 

    To be truly effective, an internet usage and monitoring policy should be transparent, clearly understood by employees, and agreed upon by all parties involved. This can be achieved through open communication, regular training and education on cybersecurity practices, and involving employees in the development and review of the policy.

    By fostering a culture of transparency, understanding, and mutual agreement, your RIA firm can effectively monitor and enforce compliance, safeguard sensitive information, and maintain a productive and secure workplace.
    If you’re looking to create an effective internet usage and monitoring policy for your RIA firm, RIA WorkSpace is here to help. Our team of experts specializes in assisting RIA and financial advisory firms like yours with all things IT. From creating policies and procedures to implementing cybersecurity measures, we can help you protect your firm and clients from potential cyberthreats. Contact us today to learn more about our services.

  • Smarsh vs. Global Relay vs. Microsoft: Which is the superior eDiscovery solution?

    Smarsh vs. Global Relay vs. Microsoft: Which is the superior eDiscovery solution?

    There are a number of eDiscovery solutions that come with robust search and filtering capabilities, but the most commonly used by financial services firms are Smarsh, Global Relay, and Microsoft. Registered investment advisors (RIAs) and financial advisors like you need eDiscovery tools to automate and streamline the data review process, making it easy to find the data you need in the event of an audit or investigation.

    We talked about the email archiving solutions from each of these providers in a previous blog post, but in this article, we will focus on their eDiscovery features.

    We at RIA WorkSpace have used all three of these solutions and can say from experience that they are all reliable platforms. However, we recommend Microsoft to the RIAs we work with because:

    • Microsoft is constantly innovating and expanding its archiving and eDiscovery capabilities
    • Microsoft’s archiving solution captures data from various Microsoft 365 applications, giving you a complete picture of your firm’s electronic communications data
    • Microsoft’s eDiscovery tools come at no additional cost with certain Microsoft 365 subscriptions

    Still, we recognize that there are other solutions on the market that may be a better fit for your firm. Let’s take a look at what Smarsh, Global Relay, and Microsoft each have to offer so you can make an informed decision about which eDiscovery solution is right for you.

    Smarsh

    The Smarsh Enterprise Platform is a unified set of cloud-native capturing, archiving, and supervision tools that help you manage risk and draw insights from your electronic communications data.

    Enterprise Discovery is the platform’s eDiscovery solution. You can use it to collect, preserve, and review all your electronic communications data, including email, social media, and mobile communications. It indexes all of your content and maintains it in its originally captured format with context, so you can be confident that the data you’re reviewing is an accurate representation of what was actually said or written.

    The solution also touts extensive tagging and filtering capabilities and export options. These help you easily find the data you need, no matter how large or complex your data set may be. In addition, Enterprise Discovery integrates with Enterprise Warehouse and Enterprise Archive, so you can efficiently manage all your data from a single dashboard.

    Global Relay

    Global Relay Archive is an all-in-one cloud archiving system that captures, stores, and manages your business communications and other electronic data. It comes with a host of compliance-ready features, such as holistic surveillance, tamper-proof storage, and AI-powered eDiscovery.

    Specifically, Global Relay offers Discovery-as-a-Service (DaaS) that can help you find, gather, and present essential records for litigation, investigation, and compliance purposes. The company’s Data Services specialists work with you to understand your specific requirements, ensuring that you promptly retrieve all relevant documents and information. Additionally, your search data will be sent to you in your preferred format and secured with minimum AES-256 encryption.

    Global Relay’s DaaS offering is a cost-effective way to outsource your eDiscovery needs. This is especially helpful if your firm doesn’t have the budget or resources to manage eDiscovery in house.

    Microsoft

    If your RIA or financial advisory firm is subscribed to a Microsoft 365 plan, chances are you already have access to powerful eDiscovery tools. You can use these to search for, preserve, and export data from Exchange Online, OneDrive for Business, SharePoint Online, Microsoft Teams, Microsoft 365 Groups, or Yammer teams.

    In particular, Microsoft Purview offers three eDiscovery solutions: Content search, Core eDiscovery (Standard), and Advanced eDiscovery (Premium).

    • Content search – This solution enables you to find content across various Microsoft 365 data sources and download search results to a local computer.
    • Core eDiscovery – Besides letting you run content searches, this tool allows you to create and manage eDiscovery cases and place holds on content to preserve data indefinitely.
    • Advanced eDiscovery – In addition to content search and case management, this tool provides an end-to-end workflow to identify, preserve, collect, review, analyze, and export relevant data. It also offers analytics and machine learning-based predictive coding models to help you prioritize data for review.

    And because these tools are part of Microsoft 365, you can be confident that your data is stored and processed securely and compliantly in the cloud. Not only that, but you can also take advantage of Microsoft’s extensive support network for help with any eDiscovery-related concerns or questions you may have.

    So, which is the superior eDiscovery solution?

    Smarsh and Global Relay may have been the go-to archiving solutions for RIA and financial advisory firms. However, Microsoft is fast becoming a major player in this space with its comprehensive and user-friendly eDiscovery tools.

    Smarsh and Global Relay both offer reliable archiving and eDiscovery capabilities, but they haven’t really pushed the envelope in recent years. By contrast, Microsoft has been constantly innovating and expanding its offerings to meet the ever-changing needs of its users.

    In terms of features, Microsoft has significant advantages over its competitors. For instance, Microsoft lets you create company standards for data collection, which can be enforced across all users and devices. Microsoft’s archiving solution also doesn’t just archive email communications — it captures data from a variety of other Microsoft 365 applications, making it a more holistic solution that can give you a complete picture of your firm’s electronic communications data.

    Finally, Microsoft’s eDiscovery tools come at no additional cost if you have the right Microsoft 365 subscription. And while other vendors like Smarsh and Global Relay impose usage-based fees, Microsoft’s pricing is transparent and predictable.

    So, if you’re looking for a comprehensive, user-friendly, and cost-effective eDiscovery solution, Microsoft is hard to beat.

    If you’d like to get started with Microsoft’s archiving and eDiscovery solutions, RIA WorkSpace can help. Our team of experts can guide you through the process of setting up and using Microsoft’s tools, so your RIA or financial advisory firm can compliantly capture and preserve all your electronic communications data. Contact us today to learn more.

  • Is Google Cloud SEC-compliant?

    Is Google Cloud SEC-compliant?

    Many registered investment advisors (RIAs) and financial advisors use the Google Cloud Platform for email and data storage. This is because Google’s services are often more secure and reliable than traditional on-premises solutions. But can RIA and financial advisory firms be certain that their communications and data in Google Cloud are safe and compliant with relevant regulations and guidelines?

    In this article, we’ll explore how Google Cloud, when properly configured and used, can help RIAs and financial advisors like you comply with the Securities and Exchange Commission’s (SEC) requirements.

    SEC Rule 17a-4(f), CFTC Rule 1.31(c)-(d), and FINRA Rule 4511(c)

    Financial service institutions based in the United States are subject to a number of regulations with specific requirements on electronic records retention. These requirements include how long records must be kept, what format they should be kept in, and how easily they can be accessed in the event of an audit, among others.

    For example, under SEC Rule 17a-4(f), organizations must preserve certain records in a non-rewritable and non-erasable format — often referred to as “write once, read many,” or WORM format — for at least six years. Similarly, CFTC (Commodity Futures Trading Commission) Rule 1.31(c)-(d) requires firms to retain records related to commodity futures and options transactions in a format that cannot be altered, for at least five years.

    Meanwhile, FINRA (Financial Industry Regulatory Authority) Rule 4511(c) specifies that organizations must keep customer account information, including communications and transactions, for at least six years, in a format and medium compliant with SEC Rule 17a-4. And if the records pertain to an account that is still active, they must be kept for as long as the account remains open and six years following account closure.

    To meet these requirements, your RIA or financial advisory firm can take advantage of Google Cloud Storage Bucket Lock. This feature prevents objects in your Google Cloud Storage buckets from being modified or deleted for a certain amount of time, providing a WORM-compliant solution for long-term data storage and retention.

    You can find the steps for configuring Bucket Lock here. If you aren’t familiar with Google Cloud Storage and would rather have a certified professional do it for you, you can engage a Google Partner to configure Bucket Lock instead. They can help you ensure that your data is properly stored and secured, and that your organization meets all relevant compliance requirements.

    SEC Regulation SCI

    In 2014, the SEC adopted Regulation Systems Compliance and Integrity (Regulation SCI) to address “systems compliance and integrity risks” in the securities markets.

    Under the regulation, organizations that process accounting or financial information themselves or on behalf of their clients must establish, maintain, and test policies and procedures for the effective operation and monitoring of their systems. They must also have procedures in place for taking corrective action if any issues are identified and for promptly notifying the SEC of any significant problems.

    Google Cloud can help your RIA or financial advisory firm meet these obligations through a number of features and services. For instance, Google’s global infrastructure is designed for high availability and can help ensure that your systems remain operational in the event of a natural disaster, a public health crisis, and any other wide-scale disruption. Google also tests its business continuity and disaster recovery plans regularly, so you can be confident that your data is safe and accessible following an emergency or unforeseen outage.

    In addition, Google Cloud delivers cutting-edge security capabilities, such as identity and access management, data encryption, and malware prevention, to help you protect your systems and data from unauthorized access and malicious attacks. If any issues or potential incidents are detected, Google’s incident response team will immediately take corrective action and notify you of the situation.

    Finally, Google applications, systems, and services undergo regular reviews by both internal and external auditors to verify compliance with industry-standard security and privacy requirements. And by offering continuous assistance and support, Google can help you ensure that your own systems and processes meet the SEC’s requirements under Regulation SCI.

    All your RIA or financial advisory firm has to do is put the proper policies and procedures in place and utilize Google Cloud’s compliance-related features and services. Having an IT partner that knows the ins and outs of Google Cloud and how its features help RIAs, in particular, can be invaluable in getting everything set up correctly. They can also assist you with ongoing compliance monitoring and provide guidance if there are any changes to the SEC’s rules or regulations.

    SOX Act

    The Sarbanes-Oxley (SOX) Act of 2002 is a federal law that mandates organizations to observe certain practices in financial record keeping and reporting. Specifically, SOX Section 404 requires organizations to establish and maintain internal controls over their financial reporting processes, and to review these processes regularly. And while SOX compliance is typically associated with larger public companies, it also applies to private companies that process accounting or financial information on behalf of their clients.

    If your RIA or financial advisory firm falls into this category, then you need to take steps to ensure that the specific Google services you use meet SOX obligations. This could mean, for example, implementing Google’s security and access controls to restrict who can view or modify financial data stored in your firm’s Google Docs, Sheets, and Drive files. Or, it might involve setting up auditing and logging to track changes made to this data over time.

    But even though Google offers a number of services, features, and controls that can help you comply with SOX and other regulations, you still need to configure and use these correctly in order to achieve compliance. That’s why it’s crucial to partner with IT professionals who have experience working with RIA and financial advisory firms, like our team of experts at RIA WorkSpace. We can help you assess your specific needs and ensure that you’re using Google Cloud in the most secure and efficient way possible.

    Contact us today to learn more about how we can help make sure your IT infrastructure is compliant with SEC regulations.

  • Migrating from AWS to Microsoft Azure: A guide for RIAs

    Migrating from AWS to Microsoft Azure: A guide for RIAs

    A reliable cloud platform is essential to the success of any modern small- or mid-sized business. And while Amazon Web Services (AWS) is a popular choice for many businesses, Microsoft Azure is an equally excellent, if not better, option for Registered Investment Advisors (RIAs) and financial advisors like you. You need a platform that’s productive, secure, and compliant — and Azure hits all those marks. 

    Here’s a look at why migrating from AWS to Azure makes sense for RIA and financial advisory firms, as well as how to make the transition painless.

    Which is better for RIAs: AWS or Azure?

    Amazon and Microsoft are two of the biggest names in cloud computing, and for good reason. They are both reliable, offer a ton of features, and are constantly expanding their offerings. However, there are several reasons why Azure may be a better fit for RIAs and financial advisors.

    First and foremost, Azure is built on a true hybrid cloud infrastructure. It can make it easy to connect your on-premises applications and data to the cloud. In contrast, AWS is more focused on delivering a pure public cloud experience. That is, it’s designed to run applications and store data exclusively in the cloud.

    If you’re like most RIA firms, you probably have some legacy applications and business or client information that you can’t or don’t want to move to the cloud. Azure makes it easy to keep those applications running while also taking advantage of the cloud’s scalable and flexible storage.

    Related reading: Best Cloud Storage for Businesses

    Azure also comes with a number of features and services that are specifically designed for compliance-sensitive industries like financial services. For example, Azure Active Directory and Azure Information Protection can help you meet stringent data security and privacy requirements set by the Securities and Exchange Commission and the Financial Industry Regulatory Authority.

    Learn more about Microsoft supporting your IT compliance with email archiving and Microsoft Teams.

    Additionally, Azure offers a number of productivity-enhancing features, such as built-in machine learning and artificial intelligence capabilities. And because Azure is part of the Microsoft ecosystem, it integrates seamlessly with other Microsoft solutions like Microsoft 365 apps and Power BI. This can boost productivity by making it easy for your employees to access the tools and information they need, when they need it.

    Finally, Azure is more cost-effective than AWS if you already use Microsoft products and services. AWS is five times more expensive than Azure for Windows Server and SQL Server workloads. By migrating to Azure, you can take advantage of your existing Microsoft licenses and save a significant amount of money.

    How to make the move to Azure

    Now that we’ve looked at some of the reasons Azure is a great fit for RIAs and financial advisors, let’s talk about how to transition from AWS to Azure.

    The first thing you need to do is take inventory of your applications and data. This will help you determine which software and information can be moved to Azure and which need to stay on premises.

    You also need to consider how you will connect your on-premises applications and data to Azure. There are a number of different options available, so it’s important to work with your IT provider to find the best solution for your needs.

    The next step is to perform the actual migration process. This is where working with an experienced IT provider can really come in handy. They will be able to help you move your applications and data quickly and efficiently, with minimal business disruptions and downtime.

    Finally, you need to think about how you will manage and monitor your Azure environment after the migration. Azure provides a number of tools and services to help you do this, but working with an experienced IT provider can make the process much easier. They’ll help you create a plan to ensure that your cloud applications and data are always available and secure.

    Working with the right provider is key

    Migrating from AWS to Azure doesn’t have to be a daunting task. By working with an IT provider that specializes in technology solutions for RIAs, like RIA WorkSpace, you can transition quickly and painlessly. And by taking advantage of Azure’s many features and benefits, you can significantly improve your RIA or financial advisory firm’s productivity, security, and compliance.

    If you’re ready to learn more about how Azure can benefit your business, contact RIA WorkSpace today. Our experts will be happy to answer any questions you have and help you get started with your cloud migration.

  • Best Cloud Storage for Businesses

    Best Cloud Storage for Businesses

    Many businesses have grown to depend on and spend more on cloud infrastructure, especially cloud storage services. Cloud computing has grown a lot, and now cloud storage services offer more than just secure storage — productivity tools and integrations with other apps are also included. 

    There are plenty of cloud storage options, and it can be tricky to find out which one is best for your business. Read on to find out about four of the most popular options for businesses, Microsoft Azure, Amazon AWS, Dropbox, and Google, their differences, and which one you should choose for your business. 

    What Is Microsoft Azure? Features and Benefits

    Microsoft Azure is an extensive, feature-packed cloud storage service for file storage, running servers, and much more. Azure’s feature list includes

    • Azure Blob Storage, a scalable and secure object storage platform
    • Archive storage for rarely-accessed data
    • Built-in backup management
    • Azure Files and Azure Data Share for sharing both small and big data internally or externally

     

    Azure operates on the pay-as-you-go format, where you’re charged based on how much data you’re storing, your chosen type of cloud server, and how often you use your files. 

    The main benefit of Azure is its integration with existing Microsoft services, such as Windows Server, SharePoint, and Office, among others. This makes syncing your storage with your business applications much easier. They also have plenty of other integrations beyond Microsoft.

    What Is Amazon Web Services? Features and Benefits

    Amazon Web Services (AWS) is the world’s most-adopted cloud platform, with its more than 200 cloud services making up 33% of worldwide cloud infrastructure usage, according to Canalys. Amazon S3 is its leading storage service. Some features include:

    • Storage management tools such as S3 Versioning, S3 Replication, and S3 Object Lock
    • Storage Analytics to monitor your usage and optimize cost-efficiency
    • Different storage classes for different data types
    • Access management and security control

     

    Flexibility and scalability are some major benefits of AWS. There is no limit on how much or how little you can use since the infrastructure is offered and purchased on demand. This means you pay for only the services you use. 

    What Is Google’s Cloud Storage? Features and Benefits

    Cloud Storage is part of Google Cloud’s services built for businesses. It is a simple yet powerful cloud storage solution, with features such as:

    • Four storage classes for different workloads
    • Multiple redundancy options
    • Storage Transfer Service and Transfer Appliance for easy online and offline data transfer
    • Object Lifecycle Management to manage and automatically move between storage classes for cost efficiency

     

    Cloud Storage pricing is based on the amount of data stored, data processing, and network usage. If your company uses Google Workspace tools such as Docs, Sheets, Drive, and Slides, the native integrations within Google Cloud will be a big plus for you. 

    What Is Dropbox Business? Features and Benefits

    Dropbox is a popular personal cloud storage platform, though its use has grown among businesses. The platform offers two different versions, a free, personal version, and an enterprise alternative. The free edition isn’t a good fit for business and could be a security liability. If you go with Dropbox, you should use the paid business version. Some of its features include:

    • File management and a version recovery system
    • Flexible storage plans for different team sizes accompanied by a team folder manager
    • Automated folders with standardized naming, tagging, and sorting
    • Easily transfer files and remote wipe from lost or stolen devices

     

    Dropbox is priced per package, with fixed rates for different sizes of teams or businesses starting at $12.50 per user monthly. One of the perks of using Dropbox Business is its accessibility across mobile and desktop devices and its remote wipe feature for security. 

    Which Is the Best Cloud Storage for Businesses?

    While all these cloud storage services have different benefits, your choice of cloud storage will often depend on what features you’re aiming for and what your business currently uses. 

    Dropbox and Google Cloud are simpler options than AWS and Azure and are best for smaller businesses and teams. If you’re currently working with Google Workspace, Google Cloud Storage may be the easiest option. 

    AWS and Azure, the two biggest cloud service providers, offer more features and better security. Microsoft Azure is generally easier to use and offers more functionality and integration because it is built with Microsoft applications in mind. 

    Ask Expert IT Services for Help

    If deploying cloud storage sounds complicated, you might need an IT service provider who is an expert at your chosen platform. Not only will they offer recommendations and solutions based on your platform, but the service provider will also help you build secure, resilient, and highly customized systems. You’ll also gain access to expert support and maintenance on your cloud infrastructure without breaking a sweat. 

    RIA cloud services can help you access the benefits of cloud computing while simplifying your operations and driving growth.

  • Why you should use a UPS for network hardware

    Why you should use a UPS for network hardware

    Power outages are a major inconvenience to businesses. Even a few hours without electricity can lead to thousands of dollars in lost productivity and revenue. Fortunately, there’s something RIAs like yours can do to reduce the effects of power outages, and that’s using an uninterrupted power supply (UPS) for your computers and networking equipment. Read on to learn more about the benefits of using a UPS for your network hardware.

    UPS for network equipment

    Also known as a battery backup, a UPS provides backup power in case of outages. It also protects against power surges, which don’t just damage computers, but also make you lose unsaved work.

    Deploying UPS units for Wi-Fi routers and modems allows you to stay connected to the internet when the power goes out unexpectedly. This strategy works particularly well if your employees use laptops, as that means you only need power for your Wi-Fi gear.

    UPS-supported modems or routers help you stay online for as long as 90 minutes, which should be enough time to get your bearings before power finally runs out. With a UPS, you will still have a fast, reliable Wi-Fi connection so you can perform your tasks, save important files, and keep serving clients.

    Without a UPS, your staff may have to rely on cellular data to do their work, which is not only less reliable than Wi-Fi, but also more expensive. You may even incur additional telecom costs resulting from overreliance on cellular data.

    UPS systems vs. generators

    Although generators are indispensable for certain businesses, they also require greater upkeep. If you invest in generators, you’ll need to employ an entire team to manage these pieces of high-maintenance equipment. This may not be something that a small- or medium-sized business can afford.

    That said, generators can prove useful during extended blackouts, but UPS systems should be enough to keep your business running in the event of an emergency.

    What’s more, misusing or mishandling generators can result in fatalities. On the other hand, if you misuse a UPS unit or if it breaks down, the worst that could happen is you lose a day’s work; it’s unlikely that you’ll experience anything life-threatening.

    Plug in your network gear now

    If your business doesn’t have locations in disaster-prone areas, you probably haven’t given much thought to installing UPS systems for your desktop computers, let alone your modems and routers. But accidents and emergencies are inevitable — and when they happen, you’ll find that having internet access is one of the most important things you need to ensure business continuity.

    Think of a UPS as an investment that not just protects your systems from data loss, but also keeps your network equipment functioning in emergency situations.

    To learn more about UPS systems and network equipment as well as backup and disaster recovery planning, give our team of IT experts a call today.

    Published with permission from TechAdvisory.org. Source.

  • Business continuity in the cloud

    Business continuity in the cloud

    Are you weighing the pros and cons of the cloud for business continuity at your RIA? Let’s take a closer look at why the cloud is best for this strategy.

    Better uptime

    Backing up to an internal drive or an external hard drive won’t completely secure data. If someone steals your device, you instantly lose the backup it contains. Natural disasters, cybercrime, or man-made errors will also likely destroy your backups. As a result, your company could face expensive downtime.

    With cloud-hosted backup, however, things are different. The entire purpose of a cloud backup is to make sure your data is available when you need it. Top cloud service providers will offer redundancy, which means they will make a backup of your backups. This increases uptime and ensures optimum levels of data availability.

    Fast resource provisioning

    When backups are being implemented, spikes in user activity or cloud environment accessibility can slow down a website or other running systems. This is where a cloud hosting provider comes in handy. By closely monitoring user activities, providers can see spikes either before or as they are happening. The provider will provision more resources and virtual machines to manage the influx of users. This type of flexibility is particularly useful when data backups are in process.

    Backup frequency

    Most companies work on files and update information throughout the day, so it’s important to have a real-time backup plan ready in case an unexpected disaster occurs. When you back up data in the cloud, you will no longer have to worry about managing the frequency of your backups.

    Most cloud-hosted providers offer round-the-clock or other fixed backup frequencies, while others let you set your own backup schedule. Some of the services offered by these providers will back up files as you make changes, so you’ll know that the very latest version of files and data are always backed up.

    Distributed infrastructure

    Cloud-hosted backup means the delivery of data backup to users all over the world. Selecting the right type of cloud hosting partner is equally as important as having a cloud backup plan in the first place. If international users are trying to access database or download applications through your business website, latency will become a factor — the closer the user is to the data, the faster they’ll be able to access information.

    A suitable cloud hosting partner will be able to provide backup servers at a location that best suits your company’s business continuity needs. Distributed infrastructure is beneficial if you’re looking to support many worldwide users.

    Businesses everywhere are utilizing cloud backup solutions, so don’t be the one left behind. If you’re looking for a managed cloud backup service to protect your business data, give us a call today to see how we can help.

    Published with permission from TechAdvisory.org. Source.
  • What’s the right cloud services for your RIA?

    What’s the right cloud services for your RIA?

    What’s the right cloud services for your RIA?

    Businesses around the globe have been moving toward the cloud and are reaping the benefits of continuity, data security, and process efficiency. However, with more data comes more responsibility. This means that you’ll need to find the right kind of service that’s suitable to the infrastructure at your RIA. Fortunately, various cloud management tools and solutions are available in the market. Let’s take a closer look.

      1. Software-as-a-Service (SaaS)Easily the largest and most well-known cloud-based service, SaaS uses the cloud to deliver apps to users that are usually accessed via a web browser. This means users who have access to the internet can access the software from any device, at any time. Unlike physical software that you install on your computer, SaaS solutions are hosted on a provider’s servers. In a nutshell, SaaS is:
        • Available over the internet
        • Hosted on a remote server by a third-party provider
        • Scalable, with different tiers for small, medium, and enterprise-level businesses
        • Inclusive, offering security, compliance, and maintenance as part of the cost

        With SaaS, your provider is responsible for software maintenance and updates, which means users will all be using the same version of software and get updates at the same time. As a business
        owner, this means that managing the software on all your computers is not only easier, but more affordable.

        SaaS solutions include office document creation suites, accounting software, email, HR solutions, content management, customer relationship management (CRM), and more.

      2. Platform-as-a-Service (PaaS)PaaS is primarily used by developers who need a virtual environment for developing and testing their own custom software or applications. This means developers don’t need to build and maintain their own infrastructure (which is comprised of networking devices, storage, servers, an operating system, and other necessary hardware and software) from scratch when developing applications, saving the firm time and money. Most companies who utilize PaaS do so to either host or develop their own software solutions, or to provide support for software used by employees. PaaS platforms are:
        • Accessible by multiple users
        • Scalable — you can choose from various tiers of resources to suit the size of your business
        • Built on virtualization technology
        • Easy to run without extensive system administration knowledge

        While PaaS is gaining in popularity with many small businesses, most won’t have firsthand interaction with this type of cloud because they won’t need to build their own software or app.

      3. Infrastructure-as-a-Service (IaaS)IaaS offers services such as pay-as-you-go storage, networking, and virtualization. The most popular and well-known type of IaaS is the virtual machine — a digital version of a computer or server that is accessed over an internet connection. IaaS gives users cloud-based alternatives to expensive on-premises infrastructure so businesses can use their funds to invest in other things.
        In other words, if you are looking to virtualize your systems via the cloud, IaaS is a good place to start, as it allows you to move existing support systems into the cloud. Other solutions can then be migrated or introduced as needed. IaaS is essentially:

        • Highly flexible and scalable
        • Accessible by multiple users
        • Cost-effective

        While the cloud offers a wide variety of benefits and solutions, choosing the best service your RIA can be tedious. To ease this burden, get in touch with us today. We’ll help you find the best solution your business needs and ensure proper migration and implementation so you can focus on running your business.

    Published with permission from TechAdvisory.org. Source.