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Be Clear Before You Cloud!

Interest in cloud services remains extremely high, with IDC predicting a compound annual growth rate of almost 28%.   Yet “cloud” is a broad term, and when purchasing cloud services it is more important than ever to understand the details of an offering, particularly when considering email archiving.

Cloud archiving offers the opportunity for cost savings and a potential reduction in operational complexity.  But as with any offering, there are risks and downsides that are often ignored during the decision-making process:

–          If the system fails or is down, what are my rights?  In most cases, you will have an Service Level Agreement but the remedy if that SLA is not met is usually minimal.

–          If a regulator needs access to data or if I have an unexpected e-discovery requirement, how can I get the data that I need?  Some clouds will have tools but few companies determine in advance whether those tools are sufficient to meet their needs.

–          If the system is hacked or there is a security breach, what happens?  In most cases, any penalty for stolen or lost data remains with the company that owns the data, and the recourse against the provider is contractually limited.

–          If I find a better solution (or just don’t like this one next year), how can I move to another system?  Migrating your data from a cloud system is generally not an easy or inexpensive task.

For many, a managed service or private cloud may be the right answer.  In this model, the equipment and data center can still be owned by the customer, enabling it to maintain control and access whenever desired.  But with the day-to-day operation of the system managed by a skilled third party, at a set rate, operational costs and even complexity can be sharply reduced.

One size still cannot fit everyone.  So when looking at cloud solutions, make sure to understand all of your company’s requirements (have you talked with legal and compliance?) and get the answers before you decide.  It may save you a rainy day.

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