Storing & Synchronizing Data In The Cloud

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Copyright © 2012, K2E, LLC. Reproduction or

Storing & Synchronizing Data

In The Cloud

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Agenda

• Identify benefits and issues associated with

cloud-based storage and backups

• Review key players and options in cloud-based

storage and backup market

• Recognize benefits and issues associated with

cloud-based synchronization options

• Learn how to implement various tools for using

cloud-based sync software and services

• Examine accountant-centric cloud options for

storing and synchronizing

BENEFITS AND ISSUES ASSOCIATED

WITH CLOUD-BASED STORAGE

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Benefits Of Cloud-Based Storage

• Cloud storage is inexpensive

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Free to approximately $0.15 per GB/month

• Scalable on demand

• Ability to share information with others

• Access data from virtually any computer

• Perhaps more secure than local data,

potentially for SMBs

• Improved disaster recover/business continuity

Benefits Of Cloud-Based Backups

• Potentially reduced costs

–

Storage space in the cloud is inexpensive

–

Pay only for what you use

• Convenient//sign up and start using today

• No need to install physical storage devices

• Storage tasks are automated

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For example, no need to insert tapes

• Immediate access to data over Web

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Issues Associated With Cloud-Based

Storage And Backups

• Increases the attack surface area, the number

of places where breaches can occur

• Possible service provider instability

• Accessibility, based on bandwidth and

reliability of service provider’s network

• Security and compliance concerns

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Is the data encrypted at storage and at rest and, if

so, who holds encryption key?

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Representative Cloud-Based

Storage And Backup Options

• Microsoft SkyDrive

• SharePoint Online

• Barracuda Backup Service

• Mozy

• IBackup

• Rackspace

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Jungle Disk, Cloud Drive, and Server Backup

Microsoft SkyDrive

• 7 GB of free cloud-based storage space available

from Microsoft

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Additional space available for purchase (example,

100 GB for $50 per year)

• Can carve your SkyDrive into multiple folders,

each of which is selectively sharable

• Works with PC, Mac, Windows Phone,

and iPhone

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Microsoft SkyDrive

• To sign up, visit

www.skydrive.com

• To map as drive, go to Map Network Drive in

Computer

• Select drive letter and enter

\\docs.live.net@ssl\SkyDrive_ID_number

• ID Number can be found by opening SkyDrive,

right-clicking on Files, Properties and noting

number that follows CID

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SharePoint Online

• Hosted version of SharePoint 2010

• Can obtain standalone subscription or

subscribe as part of Office 365 service offering

from Microsoft

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If standalone, $4 or $8 per month/user

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If part of Office 365, included in subscription fee

of $6 to $22 per month/user

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SharePoint Online

• Use SharePoint to store virtually all types of

documents, including Office docs and PDFs

• Also use SharePoint to share docs with others

and collaborate without regard to distance

• Can sync SharePoint document libraries locally

• Can also map SharePoint as a drive and use

Explorer to view

• Traditional local backup coupled with options

for offsite replication, including to the cloud

• Includes data deduplication, multiple restore

methods, restore options, retention policies,

and compliance support for HIPAA and GLB

• Pricing starts at $50/month for 200 GB, plus

cost of appliance ($999 and up)

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Mozy

• Cloud-based backup with three levels of service

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MozyHome

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MozyPro (for small businesses)

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MozyEnterprise

• MozyPro is segmented into two offerings

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Desktop//$9.99/month for 10 GB

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Server//$39.99/month for 100 GB

• Can backup Microsoft SQL Server and Exchange Server

without stopping or interrupting software services

Mozy

• MozyEnterprise

• As name implies, designed for larger entities

• Single sign-on, through Active Directory

• User-controlled bandwidth throttling

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Mozy

• After initial backup, all others are incremental

• ISO and SSAE16/SAS 70 certifications

• Encryption on server with choice of managed

key or personal key

• Can utilize Mozy 2xProtect for local backup in

addition to cloud backup

• New Mozy Stash also offers sync options to

other devices

IBackup

• Best known for backup, but also now provides

data storage option with IBackup Drive

• Secure backups where you hold the

encryption key

• Open file backup for SQL Server, Exchange

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IBackup

• Assists with HIPAA, GLB, SOX, and SEC/NASD

compliance issues

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Encrypted storage

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Encrypted transmission (256-bit AES)

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Physical security over facilities

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Logical access controls

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Data retention for as long as client desires

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Access date and time stamps

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Rackspace Jungle Disk

• Jungle Disk is a tool for storing, synching,

backing up, and sharing data online

• Two plans

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Business Class

• Workgroup Edition//$4 per user per month//10 GB

• Server Edition//$5 per server per month//10 GB

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Personal//$2 per user, per month

• Simply Backup//$2 per month/5 GB

• Desktop Edition//$3 per month/5 GB

Rackspace Jungle Disk

• Client creates and keeps encryption key

• Client chooses where data is stored

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Rackspace Cloud File Service ($0.15 GB/month)

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Amazon S3 US ($0.14 GB/month + data transfer)

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Amazon S3 EU ($0.14 GB/month + data transfer)

• Windows, Mac, Linux

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Rackspace Cloud Drive

• Store, share, sync, and backup files for

individuals or workgroups

• Priced at $4 per user, per month

• Like Jungle Disk, offers choice of where to

store data

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Rackspace Cloud Files ($0.15 GB per month)

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Amazon S3 (both US and EU//$0.15 GB per month

plus data transfer)

• Provides 10 GB of pooled storage space

Rackspace Server Backup

• Pure business-oriented backup solution

• 256-bit AES encryption with key held by client

• $5 per server per month, includes 10 GB of

data storage per server

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Additional storage is $0.15 GB per month

• Choice of storage locations

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Amazon or Rackspace

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BENEFITS AND ISSUES ASSOCIATED

WITH CLOUD-BASED

SYNCHRONIZATION OPTIONS

Benefits Associated With Cloud-Based

Synchronization Options

• Access your data from virtually any computer

or device connected to the Internet

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Easily transfer files to smartphones and tablets

• Improved productivity

• Real-time, multi-participant collaboration

options in some cases

• Reduce or eliminate use of email and USB

drives to transfer files

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Issues Associated With Cloud-Based

Synchronization Options

• As with data backup, increases the attack

surface area

• Potential for conflicting changes in data files

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Cloud-Based Sync Options

• Dropbox

• Box

• SugarSync

• Google Cloud Connect

• iCloud

• SharePoint Workspace

• ShareFile

Cloud-Based Sync Options

• Dropbox

• Box

• SugarSync

• Google Cloud Connect

• iCloud

• SharePoint Workspace

• ShareFile

By “Sync,” we mean

automatically copy data

to multiple devices,

whether those devices

are yours or perhaps a

third-party’s, such as

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Dropbox

• One of the leading sync tools in use today

• Data is encrypted during transmission and while

on Dropbox servers

–

However, Dropbox holds encryption key

• Service is exceedingly simple to setup and use

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Download and install onto all of your devices

(Windows, Mac, Linux, iPhone, iPad, Android,

BlackBerry)

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Copy files into Dropbox folder and they sync

automatically across all devices

Dropbox

• Four plans

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Basic, up to 2 GB of storage//free

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Pro 100, up to 100 GB of storage//$99 per year

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Pro 200, up to 200 GB of storage //$199 per year

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Pro 500, up to 500 GB of storage//$499 per year

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Teams, unlimited storage//$795 per year for five

users, $125 for each user//includes unlimited version

history

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Box

• Similar to Dropbox in some respects but with

a broader service offering

• For example, for individuals, Box offers a free

5 GB plan that stores data in the cloud

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Then, login to www.box.com

from virtually any

device to access this data

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If you need additional storage space, 25 GB is

$9.99 per month and 50 GB is $19.99 per month

Box

• For businesses, Box offers a plan priced at $15

per user per month

• This plan includes:

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One TB of data

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Ability to sync files to desktop

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Version history

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Secure file transfer

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Box

• For mobile users, Box integrates with

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Android phones

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Android tablets

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iPhone

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iPad

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BlackBerry phones

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PlayBook

SugarSync

• Online file sync, backup, versioning, and file

sharing service

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SugarSync

• Mobile support for

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iPad

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iPhone

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BlackBerry

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Windows Mobile

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Android

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Symbian

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Kindle Fire

• In addition

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Access from browser

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Outlook plugin

Google Cloud Connect

• Free Microsoft Office add-in that synchronizes

an Office document to the Google cloud

• You can also share the document for

real-time, multi-user editing and collaboration

• In addition, provides versioning

• Works with Windows XP/Vista/7 and

Microsoft Office 2003/2007/2010

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Google Cloud Connect

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iCloud

• iCloud replaced Apple’s MobileMe service

during 2011

• Serves as a sync tool to keep files

synchronized across iPhones, iPads, Macs,

and, yes, even PCs

• The service is free and provides 5 GB of

cloud-based storage space

iCloud

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iCloud

• iCloud is included on all new Apple devices

and is available on any legacy Apple device

running iOS 5

• As to storage, purchased content does not

count toward 5 GB storage quota

• Any iWork document can be opened from

www.icloud.com/iwork

using corresponding

Microsoft Office application or PDF tool

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Can also upload documents there

SharePoint Workspace

• SharePoint Workspace (formerly known as

Groove) is a component of Microsoft Office

that synchronizes, through the cloud,

documents across multiple user-defined

workspaces

• Notably, SharePoint Workspace does not

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SharePoint Workspace

Obtain/install

licenses

Create

workspace

and invite

others

Workspace

copied to

others’ PCs

Changes sync

to all users

SharePoint Workspace

• Also synchronizes SharePoint document

libraries and lists

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ACCOUNTANT-CENTRIC TOOLS FOR

STORING AND SYNCHRONIZING DATA

IN THE CLOUD

Examples Of Accountant-Centric Tools

• AccountantsWorld

• ShareFile

• CCH ProSystem fx Suite (SaaS)

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AccountantsWorld

• Power Practice System in an integrated suite

of web-based tools, including:

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Accounting Relief

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Payroll Relief

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Cyber Cabinet

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Website Relief

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Practice Relief

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PFP Relief

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After-the-Fact Payroll

AccountantsWorld

• Working together, the apps in the System

allow you to:

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Collaborate securely with your clients

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Manage and streamline workflow

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Become more efficient in delivering excellent

client service

• Entire suite is $1,950 for first year with

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AccountantsWorld

• CyberCabinet

is a component of the Power

Practice System

• It is an online document management system

and client portal tool

• Allows upload of virtually all file types and

provides permission and password protection,

in addition to encryption, for security

• Price is $595 per year for 5 GB of space

ShareFile

• ShareFile is a leading portal service with a

robust feature set for accountants

• Allows accountants and clients, and other

third parties, to securely share sensitive data

through the cloud

• ShareFile is also useful for large data file

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ShareFile

• Accountant-centric features include:

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Outlook Plug In allowing easy insertion of link to

file in an email message

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Drive Mapping so that you can interact with the

portal just as you would any hard disk

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Perpetual Audit Trail of all employee and

client use

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Desktop Sync for synchronizing desktop folders to

ShareFile cloud

ShareFile

• Four service plans:

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Basic//2 employee accounts, 5 GB of space, basic

feature set, $29.95 per month

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Professional//10 employee accounts, 10 GB of space,

stored file encryptions, drive mapping, Outlook Plug

In, $59.95 per month

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Corporate//20 employee accounts, 20 GB of space,

desktop sync, enterprise sync,

$99.95 per month

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CCH

• CCH provides several cloud-based tools for

storing and synching data, including the

following ProSystem fx Suite (SaaS) tools:

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Tax

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Document

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Portal

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Practice

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Scan

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Workstream

CCH

• Each of these tools offers:

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Password-protected access//users can only log in

with a unique username and password

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Encrypted information//files are encrypted before

being passed over the Internet

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Thomson Reuters

• Virtual Office CS

A fully hosted desktop providing Thomson

Reuters Tax and Accounting Products and other

applications, including Microsoft Office and

QuickBooks

• SaaS for CS Professional Suite

Online software delivery method that lets you

lease the entire CS Professional Suite plus Office

and Exchange, without needing to invest a large

up-front sum on software licenses

Thomson Reuters

• GoFileRoom

Web-based advanced document management

and workflow solution designed for public

accounting firms

• GoSystem Tax RS