How Businesses are Navigating the Transition to Cloud Computing - eFax Corporate
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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.
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How Businesses are Navigating the Transition to Cloud Computing - eFax Corporate
- 1. Jump to the Cloud? How the Most Heavily Regulated Industries are Navigating the Transition to Cloud Computing
- 2. TheSpeakers MichaelFlavin Senior Product Marketing Manager j2 Cloud Services
- 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
- 5. LawFirmsAreMovingTheirWorktotheCloud-based ProductivitySoftwareLikeMicrosoft® Office365… World Leader in Digital Faxing …storingdata,collaboratingandtransmitting clientinformationviathecloud This transition is recommended by the
- 6. Financial Services Firms AreUsingtheCloudforSeveralKey Functions: Credit-card and processing Core banking Marketing and CRM
- 7. Manufacturing Companies Are Undergoing a“Revolution” inat Least 10 Ways, Due toCloud Computing: Source: 1. Analytics and business intelligence 2. Online supplier portals 3. Designing in services 4. Accelerating product development 5. Managing channels from the cloud 6. Cloud marketing automation 7. Automating customer service 8. Content management platforms 9. Cloud ERP strategies 10. Cloud-based HR management
- 8. But many enterprises make costly mistakes when migrating to the cloud.
- 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.
- 11. MISTAKE: Ignoring cloud geography… Source: • Make sure your cloud provider has multiple data centers — preferably across regions — for redundancy in case of natural disaster
- 13. Misconception: Our data isn’t as secure in the cloud
- 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.”
- 15. Misconception: Using the cloud could violate Model Rule 1.6 Model Rule 1.6: Lawyers must must protect the confidentiality of their client information.
- 16. Fact: “Many states have weighed in on the use of cloud computing. Those that have spoken up so far have allowed cloud computing.”
- 17. Misconception: Client data in the cloud is a compliance violation
- 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
- 19. Cyber Hacking & Compliance Risks Inherent in Older Fax Infrastructure
- 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:
- 28. WhySelecteFaxCorporateasYour Secure,CompliantOnlineFaxSolution Compliance & Audit Scalability Infrastructure Redundancy & DR Security Protocols Volume Requirements How Old Are Your Fax Servers? Business Model & SLAs What Are The Features? Financial Considerations Where Does It Hurt?
- 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
Editor's Notes
- 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?