As cloud computing becomes common place for many businesses today, some are still working to understand which components of their core business to move to the cloud, and which applications or services to use, so that they can stay competitive with others. For example, some law firms, financial institutions and manufacturing firms are landing on the hybrid model of cloud computing and finding opportunities to greatly streamline their operations, using applications like Office 365, cloud-based disaster recovery services and cloud-based faxing.
In this webinar we will discuss:
How businesses are leveraging cloud computing today with use cases from legal, financial, manufacturing and real estate.
Common misconceptions about cloud computing.
Cyber Hacking and Compliance Risks inherent with older fax infrastructure.
How businesses can sunset their fax Infrastructure with no downtime.
How cloud faxing improves efficiency, confidentiality and responsiveness.
3. Common Misconceptions
About Cloud Computing
How to Sunset Older Fax
Systems With No Downtime
Q&A
How Businesses Leverage
the Cloud Today
How Cloud Fax Improves
Efficiency, Privacy and Compliance
Cyber Hacking Risks
Inherent in Fax Systems
Agenda
9. MISTAKE:
Not properly researching cloud
providers…
Source:
• Can they handle your on-demand bandwidth needs?
• Do they have policies to protect your data in transit
and at rest?
• Will they help you reach your compliance goals?
• Do they have Disaster Recovery protocols?
10. MISTAKE:
Not starting small…
Source:
• Don’t try to move all operations and systems to the
cloud at once.
• Start small — with something easy, like faxing.
• Any hiccups in the cloud migration will be limited to a
single system.
14. Fact:
“Cloud-based services often have better security
than all but the largest law firms can support.
A dedicated cloud provider can offer
the most up-to-date operating systems,
enterprise-grade firewalls and
frequently updated patches and anti-
virus software to thwart the constantly
changing approaches that
sophisticated hackers develop.”
18. Fact:
According to the safeguards on customer
data specified in the federal regulation
GLBA, cloud-based data storage a viable
option — as long as the data is secured
24/7.
Gramm-Leach-Bliley Act
GLBA
20. World Leader in Digital Faxing
14%
ofrespondentstoan
ABAtechsurveysaid
theirlawfirmshad
experiencedasecurity
breachortheftthisyear.
Source:
21. World Leader in Digital Faxing
Source:
“Our external-facingInternetsites are probablygettinghit
400 to 500 times a week” by third-partybots or denial-of-
service attacks. “That kind of activity is the new normal
and it’s hittingeverybody.”
—LoreyHoffman,CIOatlawfirmGoodwinProcterLLP
22. Older Fax Infrastructure Isn’t
Secure
• Desktop fax machines also
provide no document “chain of
custody” for audit purposes
• Inbound faxes, routed by
administrative assistants or
other personnel, can trigger
confidentiality or compliances
issues
• Fax servers do not effectively
encrypt data
• Due to storage limits, fax
servers often need to be
purged of electronic files, often
requiring printing hardcopies of
stored faxes — also not secure
• Desktop fax machines risk
paper copies viewed or taken
by unauthorized personnel
23. Sunset Your Old Fax Infrastructure and
Migrate toeFax Corporate —
With NoDowntime
24. HowCloudFaxingwitheFaxCorporateImproves
Efficiency,ConfidentialityandResponsiveness
Eliminates fax infrastructure and
associated IT burden and capital
expenditures
Frees up IT resources for other tasks
or forward-looking projects
Integrates with your existing data
systems and even MFDs
Enhances security data-privacy
compliance (HIPAA, SOX, GLBA)
Guarantees system reliability,
scalability and uptime SLAs
Makes faxing as easy as using email
or visiting a website
Eliminates interoperability issues
common to VoIP / FoIP fax migrations
Specializes in fax infrastructure so you
don’t have to — and removes all fax-
related headaches
25. Why Cloud Faxing Makes Sense:
Legal Industry
This law firm had 19 locations and fax servers across several of them — a heavy
capital outlay and overhead to manage their faxes. They also had difficulty
keeping faxed documents confidential and in easily retrievable storage—
important for auditing, billing and compliance.
Eliminates the need to manage onsite fax
servers
Reduces capital outlays for fax hardware,
licensing, etc.
Improves client confidentiality and
compliance with Model Rule 1.6
Cloud
Faxing:
26. Why Cloud Faxing Makes Sense:
Financial Services
This financial-services company faced fax-server failure and downtime, often
relating to maintenance or upgrades. They needed a more reliable fax
infrastructure.
Enabled the firm to redeploy IT resources
spent dealing with fax server issues onto
more forward-looking initiatives
Stopped the firm’s complaints from clients
who were not receiving expected faxes
Improves client confidentiality and
compliance with GLBA
Cloud
Faxing:
27. Why Cloud Faxing Makes Sense:
Manufacturing
This manufacturing firm used fax for many of its critical communications —
purchase orders, change orders, invoices, blueprints, etc. But its fax
infrastructure consisted of desktop fax machines scattered throughout its plant
and offices. This made it difficult to know immediately every time a new fax
came in, and to react or respond quickly.
Sped the firm’s response to time inbound
faxes — because employees received the fax
documents by email.
Saved time and resources spent by clerks
filing and searching for paper faxes— all
faxes were automatically archived online.
Improved the firm’s customer relationships.
Cloud
Faxing:
29. Internet
Unparalleled CloudFaxInfrastructure
30+ Worldwide
Colocations
PSTN – SIP Trunk on
Redundant Internet
Fiber Circuits
TLS Outbound
Secure TLS Inbound
Built on N+1
Network, Systems
and Hardware
Business Continuity
Disaster Recovery
24/7/365 Monitoring
24/7/365 Tech
Support
Southeast
Southwest
Southwest
Canada
Europe
Northwest
30. No hardware, software or dedicated fax lines to buy, install, maintain, or upgrade.
Choose a number from 4,600 cities, or a US toll-free number.
Scalability is a snap, with virtually unlimited capacity and bandwidth-on-demand.
The network is multi-redundant, for enhanced security and reliability.
There are continual technology upgrades and 24/7 system support.
From single-user deployments… to multiple users across a business…
to customized application faxing, our solution:
Helps automate client
business processes and
workflow.
Delivers a strong ROI. Enhances employee
productivity.
Improves relationships
with customers and
suppliers.
Summary:WhyeFaxCorporate
Hello and welcome to our Webinar “How Businesses are Navigating the Transition to Cloud Computing”
I’m Michael Flavin, Sr. Product Marketing Manager with eFax Corporate®, a part of j2 Cloud Services™, and I’ll be your host and speaker today
For our agenda,
we’ll discuss how businesses are leveraging cloud computing, and how the way in which businesses are consuming cloud services is evolving.
We’ll discuss common misconceptions about cloud computing which can inhibit adoption or discovery or new products/services
We’ll review cyber risks relating to dated fax infrastructure that may cause unnecessary risks or expose your business
We’ll review how easy it can be to sunset old fax infrastructure, fax machines and the like with no downtime
Finally, we’ll discuss how so a move can improve employee efficiency and your company’s compliance – an critical issue in today’s cyber hacked world!
IT organizations in companies of all types and all sizes are already leveraging cloud applications to conduct business.
But are they doing this effectively? Are they leveraging the right tools? Are these moves to certain cloud apps leaving the organizations vulnerable to…
higher costs?
more maintenance?
risks of data loss?
non-compliance with regulators?
Let’s first examine some of the ways businesses that place a high value on data privacy are using the cloud today…
The legal profession is moving more of its work – from case files to client contact information – to the cloud, with apps like Microsoft Office 365.
In fact, 365 has received a public endorsement from American Bar Association.
Financial-services business are using the cloud to store some of their most sensitive data – credit card records, and customer banking transactions.
They’re also using cloud-based tools for their marketing and CRM efforts.
And a recent Forbes Magazine article is simply titled “10 Ways Cloud Computing is Revolutionizing Manufacturing.”
Here’s an overview – all 10 of which Forbes cites as improvements for the industry.
(Michael – here’s the link… http://www.forbes.com/sites/louiscolumbus/2013/05/06/ten-ways-cloud-computing-is-revolutionizing-manufacturing/)
But “moving to the cloud” without first doing the necessary research and planning can be a costly mistake for an IT organization.
For example…
Along with these common mistakes businesses make when jumping to the cloud without enough proper planning, many also come into the process with incorrect notions about what cloud computing is, and what it means for their business.
For example…
Many businesses believe the cloud isn’t a safe place to store their data.
Initially this might make intuitive sense. We feel safer if our assets — in this case, corporate data — is kept physically close to us, rather than stored offsite where we can’t see it.
But is onsite data safer than data stored in the cloud?
Look at what one of the leading legal journals, Law Technology Today, has to say about cloud data storage.
By the way, the name of this article is “Lawyers and the Cloud: Three Myths Debunked.”
http://www.lawtechnologytoday.org/2013/06/lawyers-and-the-cloud-three-myths-debunked/
For a lawyer who holds the first misconception — that the cloud isn’t a safe place for corporate data — then an related misconception like this would make sense as well:
Storing or transmitting client information in the cloud might violate the Legal Profession’s Model Rule 1.6, which states that attorneys must keep client information confidential.
But is this true?
(http://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_1_6_confidentiality_of_information.html)
Let’s return to Law Technology Today. Here’s what they have to say in another recent feature called “Navigating Cloud Computing Security in Light of Recent Data Breaches.”
(http://www.lawtechnologytoday.org/2015/05/navigating-cloud-computing-security-in-light-of-recent-data-breaches/)
And following this same logic — that the cloud-based data is unsecure — then it also makes sense that a business would worry that storing its sensitive data in a cloud app might also fall short of compliance with data-privacy regulations.
But is this true?
Federal regulations governing the protection of Personally Identifiable Information (for customers, clients or patients) do not specify which types of data storage or encryption methods are required — only that these methods are secure.
For example, listen to the safeguards for protecting client information called for in Section 501 of GLBA, which regulates data privacy for the customers of Financial Institutions…
These institutions must implement protections:
(1) to insure the security and confidentiality of customer records and information;
(2) to protect against any anticipated threats or hazards to the security or integrity of such records; and
(3) to protect against unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer.
Could this be accomplished with the right cloud applications for data transmission and storage? Absolutely!
http://www.gpo.gov/fdsys/pkg/PLAW-106publ102/pdf/PLAW-106publ102.pdf
And what about security? How does cloud computing work in the context of cyberhackers and other types of data breaches?
First, we need to understand that data theft is a significant issue — a particularly problem for industries, like the legal profession, that need to keep their data confidential.
Businesses of all types and sizes are having to spend resources fending off cyber attack.
And when it comes to a business’s fax processes, all of these data security and compliance issues come into play.
That’s because most existing fax-infrastructure models — whether they’re built on in-house fax servers or desktop fax machines, or a combination of both — lack proper security and privacy protocols.
How old are your fax servers? At 3 years, may be time to look at retiring.
Where does it hurt? Rebooting servers often? Having regular technical or outage issues?
Business Model and SLAs: Does your provider sell ‘hybrid’ and on-premise fax servers? Why would they sell you both? Is this in your best interest?
Features: What features does the provider offer? Mobile apps? Lifetime storage online, with easy search capability? Do the features meet your org’s needs?
Financial considerations: Have you done a cost/benefit analysis of Traditional vs. Cloud Faxing?
Here’s a real-world case study of a law firm with many locations, fax servers onsite at several of them, and how that distributed physical – and antiquated – infrastructure created problems for the firm.
How old are your fax servers? At 3 years, may be time to look at retiring.
Where does it hurt? Rebooting servers often? Having regular technical or outage issues?
Business Model and SLAs: Does your provider sell ‘hybrid’ and on-premise fax servers? Why would they sell you both? Is this in your best interest?
Features: What features does the provider offer? Mobile apps? Lifetime storage online, with easy search capability? Do the features meet your org’s needs?
Financial considerations: Have you done a cost/benefit analysis of Traditional vs. Cloud Faxing?
Another key differentiator about eFax Corporate® is that faxing is our core business
The eFax Corporate® has a geographically disperse, global network with Tier III and Tier IV colocations, providing a 99.5% uptime, rapid delivery times and unparalleled transmission security.
How old are your fax servers? At 3 years, may be time to look at retiring.
Where does it hurt? Rebooting servers often? Having regular technical or outage issues?
Business Model and SLAs: Does your provider sell ‘hybrid’ and on-premise fax servers? Why would they sell you both? Is this in your best interest?
Features: What features does the provider offer? Mobile apps? Lifetime storage online, with easy search capability? Do the features meet your org’s needs?
Financial considerations: Have you done a cost/benefit analysis of Traditional vs. Cloud Faxing?