Microsoft OneDrive. LINK INCORPORATED Christopher Glaser, Jimmy Choudhry, Ryan Price APRIL 20, 2015

Transcription

1 2015 Microsoft OneDrive LINK INCORPORATED Christopher Glaser, Jimmy Choudhry, Ryan Price APRIL 20, 2015

2 TABLE OF CONTENTS LIST OF ILLUSTRATIONS... 2 REPORT... 2 Introduction... 2 Integration... 2 Abstract... 3 Security... 4 Conclusion... 4 Cost... 5 Glossary... 5 Works Cited i

3 List of Illustrations FIGURE... PAGE 1. Security of Cloud servers Cloud pricing for 50 accounts per year... 3 ii

4 Abstract Our company has fallen behind to competitors due to an inefficient filing system. When there is a discrepancy it can take as long as over a day to have our team at headquarters locate and analyze the situation, before getting the client an answer. We also have to have personnel look through several files to determine trends in the market place for our client. The proposal is to integrate a cloud service to help stream line these issues and better serve our customers. Microsoft OneDrive not also helps take care of these issues, it also helps Link Inc. stay competitive. The benefits of integrating a cloud service are cost reduction, improved security, and better overall customer satisfaction. iii

5 Introduction The reason we are submitting this recommendation is to restructure our filing system within this company. We are currently utilizing a paper filing system which has become inefficient and in some cases unorganized. With cloud integration all of the vital company documents will be safely stored on Microsoft OneDrive and be accessible for employees from virtually anywhere. It is essential for the company to adopt cloud services to stay competitive and efficient, as well as protect important company documents from impending catastrophes. There have been an increasing number of incidents where invoices, files, and tax documents have gone missing due to inaccurate filing and lack of organization. This solution will not only help cut costs by eliminating an outdated filing system, but also help protect company documents that are necessary to keep the company under legal guidelines and restrictions. We highly recommend for the company to utilize Microsoft OneDrive for its significant highlights, such as an easy integration, high security and low cost. Integration The ease of integrating a cloud-based storage in a business is a fairly smooth process. The transition from an outdated paper filing system to a more innovative interface will help alleviate employee frustration and help retain all of the company s important files. It will redesign the entire business structure and help keep legal documents secure. Termed cloud architecture ( Cloud Storage Strategy ) it is considered easy to adjust without the requirement of having an IT team to help implement the new service. Microsoft s One Drive infrastructure provides a user-friendly environment that businesses have described as significant efficiencies plus cost savings. Microsoft OneDrive is actually quite user friendly with a lot of online support. It is also important to remember that Microsoft s newest version of Office comes with OneDrive compatibility, making saving files to a universal storage simple and easy to understand for all employees in the company ( Welcome to OneDrive ) ( Cloud Computing for Business ). One of the biggest advantages to cloud-based service is the compatibility with so many devices that make our company s files remotely available. Security Security has become the biggest issue when analyzing what cloud company will handle Link Inc. cloud services. Most companies have a unique way of handling their cloud storage according to recent surveys depicted in the graph below (See Fig 1). Also, this can differ from having single encryption to having multiple encryptions. The best security utilized so far have been two way encryption from when our data is being moved through the channels so that any interception it is almost impossible to capture any data that would be usable. This basically means all uploads and downloads are secured from and to the cloud. Microsoft is currently one of the only companies doing this (Consumer Reports). Not all companies fully utilize double encryption, meaning they are vulnerable to security breaches. On top of that some companies are also not even securing their files in the at all which is extremely dangerous. This is something to greatly 1

6 consider when deciding what service to integrate. Link Inc. will have many employees on the field and sending data from thin-clients. This makes the two way encryption feature from Microsoft OneDrive an extremely important feature when considering how many documents will get downloaded and uploaded. The other aspect of cloud security is the physical side. No longer will our files be located on the premises, which greatly reduces risk of human error and possible loss from fire or other catastrophic events. Although we can longer go and physically find a file in a cabinet, we can back those files up into a cloud on site allowing instant secure access without the risk of misfiling any important documents. We have compared many companies big (as major as Apple) and small (private security companies) in our research. We have found between Google Drive, Drop Box, ICloud, OneDrive, that Microsoft OneDrive had the most flexible and secure infrastructure to Link Inc. standards of operating to include two way encryption and a company private cloud. Fig. 1. Survey conducted by CloudPassage on how companies secure their cloud documents. "New Research Finds Most Cloud Servers Not Adequately Secured." PRWeb. N.p., n.d. Web. 22 Apr < 2

7 Cost Drop Box, OneDrive, Google Drive and ICloud are the leading and most secure cloud services on the market to date. Illustrated in Fig. 2 Microsoft OneDrive is the most cost efficient cloud service compared to other leading services available. The left columns breaks down cost per user of which Microsoft OneDrive is the lowest at about $84 dollars per account annually. This was priced at 50 accounts, which is how many accounts are needed to efficiently integrate Microsoft OneDrive throughout the company giving access to field employees, office admins and company executives. Each user will have access to 1 Terabyte of cloud storage which will be more than enough room to store company documents, invoices, and tax documents. A couple of additional benefits of choosing Microsoft OneDrive over other cloud services is the compatibility and already integrated interface within Microsoft Office 365 which is included for free. This will allow all employees and executives to easily share files and documents with each other. The benefits associated with the cost structure and the company s needs make Microsoft OneDrive the best choice for Link Inc. Fig 2. Cloud Pricing for 50 Accounts annually. Pricing retrieved from: "Apple." ICloud Storage Pricing. Apple, n.d. Web. 22 Apr < and Manage Storage Plans." - Drive Help. Google, n.d. Web. 22 Apr < File Sharing and Cloud Storage Dropbox for Business." Dropbox. N.p., n.d. Web. 22 Apr < to OneDrive." OneDrive Business.; Microsoft, n.d. Web. 22 Apr

8 Conclusion Link Inc. has currently fallen behind in terms of integrating innovative technology within the company. Technology is playing a bigger role in Link Inc. and the company needs to ensure we are staying competitive by updating our outdated paper filing system and staying efficient. After extensive research conducted around Integration, security, and cost, it has been determined that Microsoft OneDrive is the appropriate service for Link Inc. This restructure will help cut cost, by replacing an outdated filing system, while keeping the company secure and safe. Microsoft OneDrive has some of the highest encryption standards and the integration process will require little to no support, due to Microsoft s compatibility with current Office documents. With an expense of only $4200/ annually, Link Inc. integrated with Microsoft OneDrive will become a more efficient and organized company asset overall and even allow our employees to stay organized easier. 4

9 Glossary Cloud - A network of remote servers hosted on the Internet and used to store, manage, and process data in place of local servers or personal computers. Cloud integration - The process of redesigning the current organizational system into a cloud database infrastructure Compatibility - The ability to work with many devices Download - Copy data from one computer system to another, typically over the Internet. Encrypt - Scrambling data temporarily in order to secure it Innovative Interface - The user interface is very user-friendly and easy to use for everyone. Microsoft OneDrive - Microsoft's Cloud that incorporates the saving of files into a universally accessible storage system Paper filing system - A structure of organization for hardcopy papers Thin-client - A stateless, fan-less desktop terminal that has no hard drive. Upload - Transfer data from one computer to another, typically to one that is larger or remote from the user or functioning as a server. 5

10 Works Cited "Apple." ICloud Storage Pricing. Apple, n.d. Web. 22 Apr < Babcock, Charles. "Cloud Implementation Costs, Complexity Surprise Companies." InformationWeek. N.p., 5 Feb Web. 4 Apr < "Best Business Cloud Storage Services Review 2015." TopTenREVIEWS. N.p., n.d. Web. 08 Apr "Buy and Manage Storage Plans." - Drive Help. Google, n.d. Web. 22 Apr < "Cloud Computing for Business : What Is Cloud?" Cloud Computing for Business : What Is Cloud? N.p., n.d. Web. 06 Apr < "Cloud Computing: What Is Infrastructure as a Service." Cloud Computing: What Is Infrastructure as a Service. N.p., n.d. Web. 06 Apr < "Cloud Storage Strategy: A Guide to Implementing Cloud Storage in Your Organization." SearchCloudStorage. N.p., n.d. Web. 06 Apr < "Cloud Storage Services Feature By Feature - Consumer Reports." Cloud Storage Services Feature By Feature - Consumer Reports. N.p., n.d. Web. 22 Apr

11 < "How to Encrypt Your Cloud Storage for Free." PCWorld. N.p., n.d. Web. 13 Apr < Mitroff, Sarah. "OneDrive, Dropbox, Google Drive, and Box: Which Cloud Storage Service Is Right for You? - CNET." CNET. N.p., 19 Feb Web. 01 Apr < "New Research Finds Most Cloud Servers Not Adequately Secured." PRWeb. N.p., n.d. Web. 22 Apr < Niaulin, Benjamin. "OneDrive for Business vs OneDrive Know the Difference Sharegate." OneDrive for Business vs OneDrive Know the Difference Sharegate. N.p., n.d. Web. 01 Apr < Perlman, Al. "How Moving to Cloud-based Financial Systems Benefits All Employees." How Moving to Cloud-based Financial Systems Benefits All Employees. TechTarget, n.d. Web. 01 Apr < Cloud-Based-Financial-Systems-to-Empower-all-Employees-in-their-Jobs> "Secure File Sharing and Cloud Storage Dropbox for Business." Dropbox. N.p., n.d. Web. 22 Apr < 7

12 "Welcome to OneDrive." OneDrive Business. Microsoft, n.d. Web. 22 Apr < 8