Cloud storage and other cloud services can be a tremendous asset to your company. They help automate processes and help reduce the cost of maintaining and expanding your current IT infrastructure. One of the biggest challenges is actually making the transition to integrated cloud solutions. Additionally, you need to figure out what systems you have in place that you can still use once the transition is complete.
Some things will become obsolete. For example, if you decide to use a cloud service to handle your storage and email services, there’s a good chance that you won’t need to maintain the server that handles these services. That doesn’t mean you have to decommission it. You might be able to use the same system as an on-site backup for all your company files.
Unless you have an extremely outdated system, finding ways to integrate cloud services with these two systems might not be as difficult as you think. Here are some of the ways that you might be able to utilize the systems you have with a cloud service during your transition, or for a long-term hybrid solution that combines the existing systems you have with a cloud service.
Common Hesitations About Integrating Cloud Services
Understandably, businesses don’t want to interrupt the existing systems they have — they want to make money! Migrating an entire system, even if it’s a small part of the business, takes time and money to build, and time and money to integrate.
The issue is that most of the services that businesses might want to migrate (as you’ll see below) aren’t just a small part of the business. Here are some of the reasons that some companies don’t make a change, even if it does reduce cost and increase productivity over the long run.
Reliable and Familiar Legacy Systems
The system they use (and the one they’ve used for several years) works! Hearing the horror stories that other companies have had with this transition, it doesn’t make financial sense to leap. Especially if it doesn’t pay for itself. This makes sense in the short term, but if your business is planning to grow, or needs to integrate new computer technology, it’s going to get more and more difficult. Suddenly, you’ll have two separate networks.
Business-specific Functionality Requirements
You can’t replace “XYZ” existing system with a cloud service. It serves a specific need that hasn’t been addressed by any cloud service. This is one case where integration to an updated system that syncs with the older system might make sense. Be aware that those software solutions can cost thousands of dollars themselves. There’s a good chance that every system you upgrade in the future will require that same type of integration.
Industry-specific Compliance Requirements
Certain systems are required to ensure that your company complies with laws or regulations within your industry. Although you can likely integrate some or all of these systems eventually, they must remain intact until you have an alternative from the governing body that maintains, updates, or regulates that compliance. Modern document management systems typically build in functionality that automates retention compliance, making it easier to transition.
These are just a few of the reasons why a company might not upgrade. If you compare the cost of maintaining, upgrading, or replacing an in-house server to the cost of using the cloud, you might realize how transitioning to the cloud can save you time and money.
Systems That Integrate With Cloud Solutions
Systems that your employees use daily are usually some of the first that are moved to the cloud. Moving these systems to a centralized, secure location can reduce the strain on internal servers. Cloud services also reduce the time it takes to maintain and fix issues with systems that you use regularly.
Data Imports and Exports
Most existing systems have data that the company might need to import or export to other systems. It might be for backup purposes, data recovery, or even to protect sensitive information from thieves. Cloud storage is a great solution for backup and recovery and provides a fully secure environment for storage and transmission.
Email and Messaging Platforms
Email systems are commonly one of the first to be integrated with the cloud. This includes traditional or industry-standard email systems like Microsoft Outlook and Gmail. Messaging platforms usually pair with them — think Microsoft Teams or Slack.
Company Calendars and Events
Making sure you sync and update your calendars and events instantly is a function that all businesses should make a priority. That way, when a meeting time changes or an emergency meeting pops up, you don’t have a duplicate event with the wrong information.
Shared Online Storage Infrastructure
Shared online storage is a great way to integrate your existing computer network with the cloud. This usually includes all computers, workstations, printers, phone systems, and any other device that your entire company might use regularly.
Customer Relationship Management Systems (CRM)
Customer Relationship Management systems, also known as CRMs, are the lifeblood of your sales department. Using a cloud-based system keeps your lists intact in case of a natural disaster or data loss.
Additionally, it can help synchronize contact information with the sales and marketing teams at your corporate offices and any outside salespeople who are out on the road. It also provides an easier way to access information wherever it’s needed.
All of these systems are critical for your business. Transitioning any of these services to the cloud will decrease cost, reduce the strain on your internal network, increase productivity, and allow your employees to share and update information quickly and easily.
Considerations When Integrating Cloud Solutions
When implementing an integration between data systems, it’s crucial to develop a comprehensive plan. There are typically a lot of moving parts, so it’s helpful to map out what might be impacted and how to handle the potential outcomes.
We’ve outlined a few top-level considerations when creating your integration plan. This list isn’t all-inclusive, so do your due diligence and work with your team to identify any additional factors that may apply to your organization.
Timeline
If you’re upgrading or migrating a service, make sure the transition is as quick as possible. Not only will your salespeople appreciate it, but it will also ensure that if something does go wrong, you reduce the amount of downtime to fix the problem.
Ease of Use
It’s important to choose a system that is easier to use. Adding a new system is difficult enough. Don’t complicate the process or transition by selecting a service that creates a learning curve or extra steps to a process. That will defeat the purpose of integrating a cloud service into your existing system in the first place.
Data Backups
Backing up your data isn’t a new concept. We’ve probably all experienced the moment when a computer crash results in lost data. Any time you switch or test a new system, be sure to back up all the information that’s critical for that particular system (and any systems related to it). If there’s a hiccup or the new system crashes, you won’t have to worry about lost data or any other problems.
Data Duplication
One of the biggest issues with integrating your existing system with a cloud service is duplication. Most of the time, you have to sync up your existing system to an external cloud service. When you do that, you can run across multiple copies when the system doesn’t sync right during the data transfer. Make sure your IT department has a redundancy check in place to eliminate this from happening as much as possible.
Find Cloud Services With Record Nations
Record Nations matches you with integrated cloud solutions that fit the needs of your company. Whether you’re looking for public, private, or hybrid cloud solutions, we can help. We have a network of experienced professionals who offer cloud storage and other services that protect your business data.
Our support team connects you with document management experts in your area who can also digitize and securely destroy your documents. They will walk you through the tedious process of selecting the right provider so your files are accessible and secure.
To get started, fill out the form, or give our experts a call at (866) 385-3706. Our team will help you find the right paperless solution for your business.
