Cloup Computing

The Good & Bad: Data in the Cloud


The go to solution for storing information has gone up to the cloud. Cloud data storage has become a standard choice when choosing a storage solution for information. Cloud data storage has created access to new methods of data classification, organization and management, preventing information from becoming chaotic and unmanageable. Learning how to take advantage of cloud data storage does come with a few concerns despite its massive rewards. Let’s check in to see what the benefits are vs. the risks.


Increased Efficiency

Storing your information in the cloud garners access to an important function, increase efficiency in information management. Once data has been moved up into the cloud, it’s easier to manage, organize, and search for. Cloud storage also encourages collaboration and transparency.

Infinite Scale-ability

Cloud storage is kind of a one size fits all solution. Here us out; if your organization is small, let’s say, a startup, then cloud storage may be the right size for you. If you one day evolve from that start-up into a multi-national corporation, cloud data storage may still be the right size for you with the correct structuring. This is also a key benefit to cloud data storage, size doesn’t matter and scaling is nearly infinite.

Saves Money Upfront

Alongside the one size fits all scalability of cloud storage, the price tag is a much lower front end cost and will adjust accordingly to your needs. Therefore, depending on the size of storage, a solution can be customized to fit your current situation. In general, storing information in the cloud saves an organization money by tailoring solution plans and by saving money on upfront cost as compared to private on-premise solutions. For those seeking to build a content management strategy from scratch for their organization, cloud storage significantly reduces the front loaded cost of developing an information management framework.


Information Security

Storing and securing information on public or private clouds is inevitably the least secure out of the two options: in the cloud or on premise. You would be entrusting your information to a third party provider. Agency for specific controls and policies, is more limited with the cloud option as compared to an in house solution. Prior research would have to be spent on ensuring the reliability and credibility of a cloud storage solutions provider before choosing which servicer is best.

Loss of Data

Concern for the issue of data loss is a controllable factor. Proper training of employees in best practices for data management and cloud storage would help to alleviate the concern of data loss as it is mostly end-user error.  It is in some cases, impossible to retrieve information that has been loss during data restoration or data migration and  without standardized corporate procedures, the risk of data loss within the cloud is a big concern but doesn’t have to be.

Cloud solutions are best for efficient management and organization of information for organizations that need quick and effective access to records, electronic documents and assets. The risks are factors that can be minimized through proper information governance policies and guidelines, as well as through an organized information management framework. Prevent risks with the proper tools and strategy for a cloud data migration that may be the best bet for your organization.

Cloud Computing Cuts Cost of SharePoint Solutions

In recent years Cloud Computing, formerly called Hosted Solutions or Software-as-a-Service, has become a popular option.  It reduces capital outlay in exchange for a monthly fee, shifting the cost of a solution from capital expenditure to operating expense. FileTrail has used Cloud-compatible development tools since 2001.  We first began hosting solutions for our clients in the Summer of 2001.  Today we host solutions for clients in many industries, with organizations from 100 to 5,000 employees, including Fortune 100 companies.  These clients are managing a range of 2,000 to 4 million items, that include physical records, assets, evidence, and more.

The newest release of our product continues to utilize this technology as Cloud Computing has become more popular.  This includes our FileTrail for SharePoint product as large enterprises are increasingly hosting SharePoint solutions.

FileTrail for SharePoint 4.1

FileTrail is preparing the release of FileTrail for SharePoint 4.1 on December 31st of this year.  This release features several new capabilities and enhancement to many existing features. Scalability  FileTrail for SharePoint is now infinitely scalable, allowing Physical Records Management to be added to any number of Document Libraries or Document Sets in any number of Sites, Site Collections, and Farms from a single point of control. 

Localization  Language localization goes hand-in-hand with scalability, above, as we roll out in large enterprises.  Users can now select their own language from English, French, German, Spanish, Arabic, or Dutch.  Portuguese and Chinese (traditional simplified) are already planned.

Ribbon Bar Options   The SharePoint Ribbon Bar has been enhanced with more options.  The role of the Physical Item Ribbon has been to provide batch functionality, such as boxing files, requesting retrieval and setting favorite items.  New options on the ribbon bar allow printing of bar code or color coded strip labels from the user’s queue of labels for recently created records.

Color Coded Labeling   For the first time you can print color coded end tab folder labels from SharePoint.  Designs can be configured for any labelstock, allowing you to continue to purchase labelstock from your current supplier.  Labels may contain bar codes, color codes, and text.  The designer allows placement to be finely adjusted and colors set to match existing labels.

Dynamic Dashboard   The Physical Records Dashboard has been enhanced with additional metrics.  FileTrail’s unique approach makes it automatically adjust to fit the individual user.  Different but appropriate sets of metrics and functionality are presented to the CRM, file room manager, file room worker, records coordinator and archivist.

Cloud Computing   In recent years Cloud Computing, formerly called Hosted Solutions or Software-as-a-Service, has become a popular option.  It reduces capital outlay in exchange for a monthly fee.  FileTrail has used Cloud-compatible development tools since 2001, when we first began hosting solutions for our clients.  The newest release of our product continues to utilize this technology as Cloud computing has become accepted by large enterprises and interest in hosting SharePoint solutions is increasing dramatically.

Seamless UI   FileTrail for SharePoint is the only Physical Records Management tool for SharePoint that keeps the user experience within the SharePoint UI.  In addition, meta data is stored in SharePoint so there is no replication of classification, meta data, etc. with an external repository.  This ensures the best user experience that unifies physical and electronic records management. 

Simplified Administration   The ability of FileTrail for SharePoint to use the built-in SharePoint tools, such as Retention, Legal Holds, Workflows, and more, simplifies administration.  Other products require separate definitions for physical records or synchronizing data, adding overhead and redundant work for CRMs.