This is a guest blog from FaxLogic CEO Eric Lenington. The unique FaxLogic service combines the best of analog fax, Internet fax, and fax servers to create a highly reliable, secure and scalable collaborative environment.
Tech Partners Marketplace: http://www.softlayer.com/marketplace/faxlogic
Why the (Right) Cloud is the Best Place for Your Documents
Every business produces and consumes documents — this includes both paper and digital, both those created internally and those received from customers and business partners — all needing to be sorted and organized and most needing to be safely stored and easily retrieved (and ultimately, securely disposed of when they are no longer needed). The vast majority of companies find themselves trying to do this today in highly fragmented ways and usually with radically different approaches for paper documents than with digital ones. Often different departments, or even different groups within a department, develop their own way to deal with "their" documents, a way that "works for them."
Digital documents are usually stored on in-house servers, on "shares" with folder structures that may only make sense to the person that originally built it — not to the person trying to find something in it. And few companies can say that they don't have reams of paper files stored in file rooms or in "personal" file cabinets. FaxLogic helps our customers solve this problem by seamlessly integrating their paper and digital worlds.
We do this by supporting their existing network of fax machines, scanners and multi-function printers (the "gateways" to the digital world for paper documents) and by incorporating key features of current technologies that we are all familiar with – like email and search engines – into the realm of organizing, archiving, retrieving and sharing documents. FaxLogic is a cloud-based service, running on a cloud-based infrastructure, and it uses "the cloud" to safely and securely store our customer's documents (whether paper or digital). This was no accident, and that is what I will focus on in this article, trying to "demystify" the cloud a bit, and discuss why it's the best place for your documents.
What is "the Cloud" and What Value does it Bring?
Wikipedia, one of my favorite sources for good information, defines "cloud computing" like this:
Cloud computing is the delivery of computing as a service rather than a product, whereby shared resources, software and information are provided to computers and other devices as a utility (like the electricity grid) over a network (typically the Internet).
As I said earlier, FaxLogic is a cloud-based service; we are the "application" (document management) that is delivered to the "client" (our customer's web browser). And we run on a cloud-based infrastructure, using providers like SoftLayer to manage the hardware layer that our application runs on and the networking layer that we use to deliver our service to our customers. Leveraging that "best of breed" infrastructure is a huge win for us, letting us focus where we add value – our application – while leaving the "plumbing" to others. Of course, a choice like that isn't made lightly.
From Wikipedia's definition, the term "shared resources" is the key. By leveraging cloud-based infrastructure and platform resources, we are able to use a small portion of a much larger and more robust environment than we could economically build ourselves. But the big kicker is that even though we are using only a small portion of that environment, we get to take advantage of the whole architecture and all its capabilities, just as if we were the only application running on it.
The "80% Rule"
An anecdotal number that's been thrown around a lot, the "80% rule" says that 80% of all businesses fail within some short time period after a major catastrophe, like a fire, flood or earthquake. But this isn't just an anecdote, numbers in the 60-90% range are real and well-documented. A study conducted by the insurance giant Chubb in 2008 put the likelihood of business failure after a fire at 70%. According to FEMA, of businesses without a disaster recovery plan already in place, 80% of those affected by hurricane Andrew in 1992 were out of business within three years. I won't bore you with a long list of depressing statistics, a quick Google search will turn up many more. The point is that data loss, whether caused by natural disaster, human error, or malicious activity, is, more often than not, very difficult to overcome.
Paper files stored in file cabinets, and even digital files stored on backed-up in-house servers, are vulnerable. Ask yourself what you would do tomorrow if even half of the documents critical to your business were destroyed tonight.
The FaxLogic Cloud Solution
Now, I don't want to suggest for one second that FaxLogic is the single solution for surviving such an event or that our platform should be thought of as a comprehensive disaster recovery solution. It is neither. But it is a critical part of the solution. When it comes to disaster recovery, Ben Franklin's "ounce of prevention" couldn't be more relevant. And as it applies to your business documents, that ounce is to get those documents out of harms way in the first place. This is where the cloud comes in.
Companies like SoftLayer provide cloud storage as a service – a highly scalable, secure environment to safely store files of virtually any kind. The architecture that such services are built on and the layers of redundancy they incorporate are beyond the reach of most small and many medium sized companies, but through the magic of cloud computing, we only need a small portion of that shared resource, while still getting to take advantage of the whole thing. The bottom line is that a well-designed cloud storage service will be hundreds or even thousands of times more reliable and durable than anything most businesses could economically build themselves, not to mention more secure.
FaxLogic takes our small portion of that shared resource, and through our application, makes it even more reliable and durable, by doing things like ensuring broad geographic distribution of multiple copies of each file, so there is no single point of failure even in the face of a major regional disaster.
Beyond the Worst Case Scenario
Secure, reliable cloud-based storage is just the basic building block that our application makes useful. Just the fact that your business documents are safer in the cloud isn't the whole story, nor is it the whole value proposition of the cloud. Beyond the worst case scenario, storing your documents in the cloud brings real and tangible benefits to your day-to-day activities. We make it easy to capture both paper and digital documents and store them in the cloud, organize and easily find your documents when you need them, collaborate and share documents while controlling who has access to confidential information, and manage everything from a simple browser-based interface.
Think about how much easier day-to-day activity would be with capabilities like being able to access a shared document library from any Internet-enabled device, instantly find a faxed copy of a purchase order from six months ago by knowing only the name of the sender, or easily pull up a client's latest work order revision without having to figure out who's desk the client's folder is on. We use the cloud to make this possible. By getting your documents out of their hiding places (stacks of paper on people's desks, file cabinets down the hall, or even "shares" on local servers) that information is more freely accessible to those who need it.
Businesses of all sizes can and are benefiting today from a wide range of cloud-based services, most of which weren't even available five years ago. The underlying value proposition they all have in common is that they give each customer access to a small piece of a large "shared resource," one that generally wouldn't be economically feasible to build and support in-house. And each customer can take advantage of the scale and capabilities of the whole resource. When it comes to capturing, storing, organizing, retrieving and sharing documents, the cloud's value proposition offers a clear advantage over any on-site approach.
FaxLogic has built a best-in-class cloud-based application on top of best-in-class cloud-based infrastructure and platform services, giving our customers a multiple of that value proposition. By letting our customers leverage their existing equipment and without requiring radical changes to their existing business processes, we make it easy to start taking advantage of the benefits of cloud storage for all of their paper and digital documents.
-Eric Lenington, FaxLogic
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