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5 data management best practices for small businesses

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Data is the greatest asset for modern organizations of any size, and data management is key in running organizations smoothly. Business data can also be one of the greatest risks when left unprotected or inadequately managed. As the volume of data within businesses grows, so do the challenges of protecting and managing it.

“Knowing where your data is, how to manage it, who owns it, who has privileges to see and use it and what resources to feed it with … has become even tougher,” writes Forbes’ Adrian Bridgwater.

For small organizations, establishing effective governance practices is especially critical. Threat actors are more likely to target smaller organizations. Small firms are also less likely to recover from the disastrous financial consequences of a cybersecurity incident. Sixty percent of small businesses fail within 6 months of a cyber attack.

Effective data management for small organizations isn’t limited to information security. You must practice data lifecycle management, employee education and other efforts.

Comprehensive data management best practices reduce business risks, create new business models, and streamline employee workflows. Read on to discover a framework and use cases for a smarter take on data.

Practice comprehensive data governance

You can’t protect your data if you can’t access it, and you can’t mine business intelligence from inaccurate data. Data governance aligns people, processes, policy and technology to discover data assets.

A recent industry survey by ObservePoint found that organizations glean many benefits from data governance. Thirty-four percent of organizations report that governance results in improved decision-making. Other benefits of formal data management include:

  • Data quality
  • Compliance with privacy regulations
  • Operational efficiency
  • Company revenue

Adopt cloud solutions

As your business’ most valuable asset, your data must be accessible, defensible and recoverable. Migrating to the cloud offers flexibility, scalability and end-to-end business visibility through cloud enterprise resource planning (ERP).

Adopting a flexible, cloud-based core for enterprise resources planning allows for global access, unlimited scalability, automated updates and business continuity planning.

Develop a cybersecurity strategy

Small businesses at an elevated risk of cybercrime, but the relative costs of a data breach are also rising.

Firms that experience an incident can lose revenue, brand value and customer trust. They also pay legal fees and heightened insurance premiums. Protecting your employee and customer data requires a comprehensive and proactive cybersecurity stance against quickly evolving security threats.

Safeguard against insider threats

Your employees are your second greatest asset—and liability—after your data. Data leaks or losses from insider risks can be as costly as external threats. And insider risks can go undetected longer.

Teaching your employees cybersecurity best practices is critical for good data management. Providing employees with the least access possible can minimize the risk of errors.

Streamline operations

Effective data management for small business can reduce risks and improve quality. Moving to the cloud can also introduce access to an amazing suite of lightweight, integrated cloud apps for business process optimization. Time is money, and organizations can use business rules and data visibility to save time.

Several examples of how cloud apps can enhance productivity include but aren’t limited to:

Conclusion: Data management is a business opportunity

If you think you don’t need to focus on data management, you’re probably wrong. Every organization needs to put effective data governance at the forefront of its business strategy. Companies that effectively manage data have a competitive advantage.

As inside BigData writes, “organizations that have been able to adapt quickly to the demands of modern-day data management have created great opportunities to increase business value.”

Good data management involves knowing where your data is stored and who can access it. Moving to the cloud and adopting cloud-based ERP can pave the way for mobile apps and streamlined operations.

 

5 amazing things you can do with cloud ERP

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Cloud ERP (Enterprise Resource Planning) is changing the business game. According to Forbes, “Cloud ERP is the fastest growing sector of the global ERP market with services-based businesses driving the majority of new revenue growth.”

They cited the increased flexibility and speed of cloud ERP as chief factors in the fast-emerging system’s success.

What does this mean for growing SMBs? In addition to the myriad advantages cloud systems provide over their on-premises counterparts, making use of cloud ERP opens the door to some interesting capabilities you might not have considered. The following are just a few examples.

1. You can go mobile

If you’re accustomed to using on-premise ERP, you already know you have to stay connected into the local server to gain access to it. This isn’t the case with cloud ERP.

As a cloud-based system, you can pull up information from your cloud ERP anywhere you have an internet connection, on almost any device. This increased availability translates to an improved ability to collaborate with your team and freedom to engage in critical business while on the go.

2. You can streamline your operations

As a function of cloud ERP’s accessibility and mobility, you can streamline your business operations and productivity. You needn’t wait for an onsite connection to perform critical tasks. You can perform those tasks wherever and whenever you choose.

Let’s use accounting as an example.

Working in tandem and on the go, you and your team can ensure that accounts are always accurate and current. This also grants a real-time look at your accounts/finances—an invaluable benefit in situations where every moment counts.

3. You can scale more easily

With cloud ERP, you aren’t “locked in” as restrictively as you might be with on-premise ERP. This means you can scale-up—adding new features and functions as they become necessary—more easily. You can grow at your own pace and improve your business more strategically than before.

4. You can stay up-to-date automatically

When using on-premise ERP, the downtime and scheduling woes of software updates are often a major hassle. You might have to shut down your system entirely to perform said updates, and may even lose some of the customizations you had in place.

With cloud ERP, you can perform updates automatically without affecting your business or losing integrations and customization. The process is quicker, simpler, and more conducive to allowing your business to continue moving ahead at full steam.

5. You can maintain tighter security

With cloud ERP, you can manage security concerns more easily than with on-premise ERP. The cloud-based solution mitigates the need for team members to save sensitive files to their devices. They can access what they need through portals and dashboards.

And in the event a device goes missing, you’ve reduced the likelihood of important information falling into the wrong hands.

A dual advantage here is that with most of your information stored in the cloud, you’re already ahead of the curve if disaster strikes at your place of business and you need to implement your business continuity plan to stay in action.

Keep the cloud in mind when selecting your ERP

The amount you can do with cloud ERP will often outclass what’s capable with an on-premise ERP system. Be sure to work with a provider who understands the finer points of cloud ERP implementation to maximize your potential benefits.

Office 365 migration made easy

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Go into any mechanic’s garage and you’re going to find a common set of tools. There will always be a socket wrench, for example. No one who works on cars can function without one. It’s essential.

Office productivity tools are no different. You can’t do business without email and some form of a word processor. For an overwhelming number of folks—more than 1.2 billion users—the go-to productivity suite is Microsoft Office.

Cloud-based applications are on the rise

Most likely, you already have experience using Microsoft’s suite. Programs like Word, Excel and PowerPoint are common fixtures in businesses both great and small. However, there’s a significant shift in how these applications are being implemented and utilized.

An increasing number of businesses are putting heavy emphasis on cloud technology. In fact, recent analysis indicates that 90% of organizations use the cloud in some way, with 50% using cloud services as their preferred solution.

Simply put, the cloud is changing how business is done at a fundamental level, and Office 365 is a major player in the move to cloud-based services. While there are other cloud tools out there—most notably, Google’s G Suite—Office 365 is currently the most used collaborative platform on the market.

Why Office 365?

It’s hardly surprising to learn Microsoft’s offering takes the top spot. The advantages of Office 365 are considerable.

First, there’s the convenience. With Office 365, you can work and collaborate with team members from any connected device—even your phone or tablet. For business leaders on the go, that alone is invaluable.

Second, documents, spreadsheets and email messages housed under the umbrella of Office 365 are backed up in the cloud. Users can access everything from their desktop computers, just like older versions of Microsoft Office, but redundancy is also baked in. If you’ve ever dealt with any kind of data loss, you know how important backups are.

Finally, the cost savings can be compelling. Many organizations are able to justify migrating to Office 365 based purely on the numbers. This is due in part to the scalability of the platform. Microsoft offers multiple subscription options for Office 365. You just have to pick the plan that works best for your organization, isolating the products and services you need.

Additionally, adding new users to your subscription is a breeze. For companies in growth mode, Office 365 provides an easy, cost-effective way to make sure new employees have the tools they need from day one.

Migrating to Office 365

Perhaps the biggest hurdle to adopting a new software solution is the anticipated pain of making a change. Some organizations have a history of hiccups, even when just moving from one version of a program to a newer version of the same program. Moving to an entirely new solution is understandably off-putting.

Speaking frankly, who cares about improvements in efficiency in the long-term if an update puts you out of commission for weeks right now? The migration from your current solution to Office 365 has to be smooth to be worth it.

The good news is a hassle-free Office 365 migration is entirely possible. Whether you’re only migrating your email to Microsoft Exchange or planning to incorporate the full Office Suite, getting your organization online and up to full functionality doesn’t have to bring daily business to a grinding halt.

The key is working with an experienced, knowledgeable partner who can guide you through the process.

Migration done right

At CCS Technologies, our guiding philosophy is simple. Every part of the technology experience should be convenient and efficient, including upgrades and migration.

Our goal is to take the headaches out of IT services by delivering fast, effective solutions. We’ve completed full migrations to Office 365 in as few as seven days. And when migration is done, we’ll still be here, ready and able to provide ongoing support.

You can’t achieve success without the right tools in your toolbox. Think of us as your tool provider. When it’s time to move your organization to the cloud and take advantage of everything Office 365 has to offer, we’ll be happy to guide you through the process.

Get in touch with us today to let us know how we can help.

Cloud services and the SMB revolution

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The word “revolution” gets more than its fair share of airtime.

Whenever something undergoes even moderate change, it seems there’s always someone standing by, ready to declare it a revolution. It probably has something to do with our American roots. The idea of an idealistic uprising stirs something deep within us.

And yet, this is one time when the word is totally applicable.

For decades, SMBs have faced a common set of obstacles. Sustaining and growing a small business has always required a delicate balance of resources. It still does, but cloud services are shifting the nature of that balance at a fundamental level.

Think of it like rolling a pair of dice. (Any SMB owner will tell you running a small business feels like a bit of a gamble.) What if you could swap the regulation dice you’ve been using for a weighted pair? New dice that are more likely to land on the numbers you want? The numbers you need?

Cloud solutions make that possible. They’re loaded dice you have license to use.

Savvy small business owners know it, too. It’s estimated that by 2020, 78% of all SMBs will rely on the cloud for core functionality. We’re not talking about a minor boost in convenience. This is transformational stuff. It has the potential to reshape how your organization operates, giving you advantages that SMBs have never had before.

Employee using a laptop

 

Cloud solutions are loaded dice you have license to use.

Big business agility

Small businesses have never been able to compete with large corporations when it comes to infrastructure. How could they? A “modest department” at an enterprise-level organization might have a staff of more than 100. A company with a few dozen employees simply doesn’t have the people to keep up.

But the cloud is changing that.

It’s no longer essential to build out your own internal solutions. There are cloud services out there that give SMBs the kinds of tools that Fortune 500 companies have had for decades, including the ability to dynamically adapt on a moment’s notice. What’s more, strategically chosen cloud solutions will work together, offering small organizations cohesion across every service.

The floodgates have opened. Today’s SMBs have access to tools that were once the exclusive domain of big business.

The 50 best cloud services for SMBs

Super-charged support

When SMBs embraces the cloud, they don’t just get the advantage of more agile tools. They get a huge upgrade in support, as well.

Cloud solutions are rarely offered like off-the-shelf products. If there are issues with functionality, there’s always an avenue for requesting support. Cloud services providers can’t afford to ignore bugs, glitches or missing features. Their services aren’t free, and commercial customers rightly expect the investment to pay off.

The good news here is that you can count on cloud applications to be reliable. They have to be, or providers won’t last. And because your business is one of many relying on any given cloud solution, the back-end support is typically robust.

Issues are rare, and when they happen they’re dealt with quickly.

Improved innovation

The emerging cloud model makes it possible for SMBs to offload a lot of routine-but-necessary tasks—everything from accounting to resource management. There are cloud services that incorporate automation, direct support, or a hybrid of the two.

That means you don’t have to use your most valuable resource (your people) to manually manage those services in-house.

Here’s where the real power of the cloud comes into play. When your people are free to plug into more productive, ground-breaking work, your business is poised to explode. The most successful companies, big and small, cultivate a culture of innovation. That’s only feasible if your organization finds ways to be efficient, freeing your staff to unlock their creativity.

Cloud solutions can make that happen.

Cloud services are extremely efficient.

Taking your business to the cloud

The benefits of utilizing cloud services are there. The key to making them work for your business lies in finding the right solutions in the right combination.

Your managed IT services provider (MSP) can help with that.

After all, your MSP already knows how your company operates. These are the folks who understand what makes your business tick. They should be able to find a complete set of cloud solutions tailored specifically to your needs.

And if you don’t already have a managed IT services provider, now is a good time to find one.

As we observed at the beginning of this whitepaper, running a small business can feel a lot like gambling. But it doesn’t have to. You can have your very own set of loaded dice, shifting the odds in your favor.

Isn’t it about time?

The beginner’s guide to cloud ERP

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Keeping your company running smoothly is a big task. Each individual department needs to run effectively, and all departments need to interact efficiently with each other. Cloud ERP is an effective method of keeping all areas of your business running smoothly.

This one tool really can transform how your business operates.

What is ERP?

ERP is the acronym for “enterprise resource planning.”

ERP helps organize, oversee and manage all the individual processes that keep a company running effectively. This could include everything from human resources and finance to marketing and manufacturing.

ERP systems rely on a centralized database for keeping track of all the moving pieces. When used effectively, ERP enables better communication and collaboration.

How does ERP work?

ERP works by organizing and integrating a variety of data from several departments in your company. Traditional ERP software depends on a local server infrastructure. This would require an onsite server you’d have to manage and maintain.

The great thing about cloud ERP is that it’s just as effective as a legacy, onsite ERP, and it can work for a variety of industries. That includes finance, manufacturing, distributing and any other vertical that could benefit from ERP.

How does cloud ERP work?

Doing business in the cloud allows companies to harness unprecedented levels of flexibility and agility. In fact, a cloud-based application, like cloud EPR, give SMBs access to enterprise level technology.

Cloud ERP offers customers an entire system that can work more effectively in unison. Utilizing a cloud ERP has several advantages notable advantages when compared with an ERP housed in an onsite server. These include:

  • Less costly: Services are leased as needed instead of requiring an expensive upfront purchase that might include more options than you actually need. You won’t have to invest in the necessary hardware or hire a qualified technician for maintenance. This is ideal, especially if you have a small or mid-size company.
  • Increased security: Keeping data secure is crucial and requires expertise and advanced technology that most small companies simply can’t afford. This makes it critical to choose a vendor that has the ability to keep your data secure. When your sensitive company information is stored in a secure cloud ERP, you’re adding another layer of protection to your company’s cybersecurity plan.
  • Protection from disasters: Security doesn’t just mean protection from hackers. When you’re storing all your information onsite, you’re susceptible to fire, floods and power outages. Cloud ERP can be a crucial part of your disaster plan.
  • More flexibility: Your cloud ERP can be accessed anywhere there’s internet. You can work from a tablet, a laptop or your mobile phone. This makes collaboration with your entire team easier.
  • Easy implementation & access: When your ERP is in the cloud, it normally takes less time to implement the system. You also have access to all your data and business applications at all times.

How do you keep ERP working effectively?

While there are several advantages of using cloud ERP, there are a few challenges you’ll need to keep in mind.

Support, especially during the start-up phase, is crucial. You want to get things get off the ground smoothly. We advise including your managed IT services provider in the process right from the beginning. That ensures you have the support and guidance you need to make the most of cloud ERP.

The 7 irresistible qualities of cloud ERPs

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ERP tools are an understandably critical component for many businesses. Particularly if you focus on manufacturing or distribution, the benefits of utilizing an ERP are undeniable. And the introduction of cloud computing has revolutionized ERPs.

In recent years, industry experts have debated every pro and con of the cloud ERP. Over time, these newer cloud solutions have proven to be a viable option, especially for small to medium-sized businesses.

Whether you’re updating your current ERP or are considering first-time implementation, here are seven reasons to consider going with a cloud solution.

1. Budget Friendly Launch

If you’re interested in saving money, here’s some good news. 82% of companies save money by moving to cloud solutions. While on-premise ERPs typically come with hefty startup costs, cloud-based ERPs are much more budget friendly up front. That savings allows SMBs to seize the advantages of improved efficiency without wiping out their annual budget on a single tool.

But be sure to shop around. Most vendors charge by the user, and those fees can add up. A few, like Acumatica, offer unlimited user spots, which allows for on-the-fly scalability without a price hike.


Source: Acumatica

2. Quicker, Easier Implementation

Rolling out a new on-premise ERP can be rough. The server has to be prepped, the software has to be installed, and then there’s the daunting task of making sure the new system plays nicely with the rest of your network. Even if everything goes smoothly, it’s rarely a speedy process.

By contrast, cloud-based implementation isn’t as painful. There’s not as much to configure and typically nothing to install. As a result, cloud ERPs deploy faster and with fewer headaches.

3. Tried and True Reliability

Cloud computing still feels like new technology, even though it’s been a steady part of the business world for nearly 20 years. Still, reliability is a top concern for business leaders. Can a cloud-based application deliver the same kind of consistent performance as an on-premise solution?

Yes. The cloud ERP isn’t an untested technology. Rather, there are quite a few vendors out there with solid track records for stability. You can opt for a cloud solution without sacrificing the assurance of reliable service.

4. Powerful Performance

In addition to stability, savvy business leaders also understand the importance of performance. After all, it wasn’t that long ago that cloud applications came with pretty significant drops in speed and functionality.

However, better connection speeds and other advancement have reshaped the landscape of cloud computing. Today, it’s possible to get the same kind of performance from an ERP you access via the cloud as one would expect from an on-premise solution.

 

5. Frustration-Free Maintenance

On-premise ERPs require a server and local maintenance. When you host the ERP yourself, there’s simply no way to avoid managing its health and performance. Given the dramatic impact of an ERP going offline, maintenance is a serious business.

If you’re not prepared to hire additional staff to maintain a new server, then a cloud-based ERP is a great way to go. The ERP provider will handle all the maintenance. You just log in and get to work, no maintenance required.

6. Baked-In Security

The very same folks who maintain your cloud ERP will also take care of the solution’s security. Keeping your data secure is one of the fundamental requirements for any cloud-based provider. Accurate, safe record-keeping is a top priority, and includes high standards for certification, compliance, and data backup and recovery.

Your ERP vendor’s security measures aren’t an adequate replacement for your own cyber security strategy. Still, it’s reassuring to know their focus includes keeping your data backed up and safe.

7. Access From Anywhere

Finally, cloud-based solutions give business leaders a level of accessibility that was unheard of even a few years ago. All you need is a laptop, a tablet or a smartphone, and you have a way to check in on your business, review processes, update critical workflows, and keep tabs on top customers.

That kind of flexibility sets business leaders free. Often, a few swipes can give you the information you need, allowing you to focus on the client sitting in front of you rather than micro-managing each individual process. That’s freedom that impacts your bottom line and your quality of life.

Make Your Move to the Cloud

If you’re ready to unleash the power of utilizing a cloud ERP, CCS Technology can help. We know what it takes to streamline process management for manufacturing and distribution, and we’ve helped dozens of small to medium-sized businesses improve their efficiency. What’s more, we can guide you to the cloud solution that meets your needs without breaking your budget.

Contact us today to find out more about how a cloud-based ERP can transform your business.

 

Aerosmith and the art of rockin’ IT solutions

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“Tell me how it is that you can sleep in the night, without thinking you lost everything that was good in your life to the toss of the dice?” – Aerosmith, “What it Takes”, (Pump, 1989)

Steven Tyler totally has the right idea on the song “What it Takes”. You never want to roll the dice when it comes to IT solutions. Inspired by some of Aerosmith’s greatest tracks, here’s a setlist of rockin’ IT solutions for your office.

Dream On

Ever catch yourself daydreaming, head in the clouds? In your business, that’s not a bad idea. Introducing a cloud-based solution to your business will help you streamline your workplace systems, improve your operation and reduce overhead costs.

Right Scale reports that “Companies now run 79 percent of workloads in cloud, with 41 percent of workloads in public cloud and 38 percent in private cloud.”

Cloud solutions allow for ease of installation, lower payroll hours, and scalability for growing businesses. Those are pretty impressive stats, right? If you know anyone in business who thinks they can move forward without incorporating cloud solutions, you can probably tell them to “dream on.”

Just Push Play

Often, apps exist that are perfect for your business. When they aren’t, you need the capability to develop your own apps that are customized to fit your specific business needs.

App creation is also super beneficial when accounting for the increase in employees who need to be able to work from mobile devices. The proliferation of mobile apps in business actually casts a shadow on those not yet in the app game. Adobe reports that “61% of organizations believe that if a company hasn’t deployed any enterprise mobile apps yet they’re at a competitive disadvantage”.

Whether you’re building internal apps for specialized workflow or customer-facing applications to better engage clients, the goal is to create something that fits your business so well that all you have to do is “just push play” and you are ready to get to work.

Back in the Saddle

Picture this: It’s a sold-out stadium show for Aerosmith. Steven Tyler saunters out and takes center stage, his ego boosted by the adoring applause of tens of thousands of fans. Joe Perry follows suit, retrieving his beautiful Les Paul Gibson guitar from its stand. And it’s totally busted. For some reason, the roadie forgot to string the guitar. It’s sitting there with one D string, the other five tucked away somewhere backstage or on the tour bus. What’s a rock star to do?

This is a situation that happens often with technology, particularly if you have been handling your own system backup and software maintenance.

What would Joe Perry do? He’d do the same thing any IT team would suggest. He’d reach for his backup. If you’re Joe Perry, that means you reach for one of the other 600 guitars in your collection. If you’re a business owner, you need your own redundancies in place to keep the business going if your systems are interrupted for technical or human reasons, which can vary from the mundane to the criminal.

In fact, you may even want to work with your IT team to add a foolproof disaster recovery plan for any situation to the list of your IT solutions and you’ll be “back in the saddle” in no time.

We would be happy to jam with you about more ways to incorporate rockin’ IT solutions into your business. Feel free to give us a call or shoot us an email.

Office 365 migration made easy

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Go into any mechanic’s garage and you’re going to find a common set of tools. There will always be a socket wrench, for example. No one who works on cars can function without one. It’s essential.

Office productivity tools are no different. You can’t do business without email and some form of a word processor. For an overwhelming number of folks – more than 1.2 billion users – the go-to productivity suite is Microsoft Office.

Cloud-Based Applications Are on the Rise

Most likely, you already have experience using Microsoft’s suite. Programs like Word, Excel and PowerPoint are common fixtures in businesses both great and small. However, there’s a significant shift in how these applications are being implemented and utilized.

An increasing number of businesses are putting heavy emphasis on cloud technology. In fact, recent analysis indicates that 90% of organizations use the cloud in some way, with 50% using cloud services as their preferred solution.

Simply put, the cloud is changing how business is done at a fundamental level, and Office 365 is a major player in the move to cloud-based services. While there are other cloud tools out there – most notably, Google’s G Suite – Office 365 is currently the most used collaborative platform on the market.

Why Office 365?

It’s hardly surprising to learn Microsoft’s offering takes the top spot. The advantages of Office 365 are considerable.

First, there’s the convenience. With Office 365, you can work and collaborate with team members from any connected device – even your phone or tablet. For business leaders on the go, that alone is invaluable.

Second, documents, spreadsheets and email messages housed under the umbrella of Office 365 are backed up in the cloud. Users can access everything from their desktop computers, just like older versions of Microsoft Office, but redundancy is also baked in. If you’ve ever dealt with any kind of data loss, you know how important backups are.

Finally, the cost savings can be compelling. Many organizations are able to justify migrating to Office 365 based purely on the numbers. This is due in part to the scalability of the platform. Microsoft offers multiple subscription options for Office 365. You just have to pick the plan that works best for your organization, and isolate the products and services you need.

Additionally, adding new users to your subscription is a breeze. For companies in growth mode, Office 365 provides an easy, cost-effective way to make sure new employees have the tools they need from day one.

Migrating to Office 365

Perhaps the biggest hurdle to adopting a new software solution is the anticipated pain of making a change. Some organizations have a history of hiccups, even when just moving from one version of a program to a newer version of the same program. Moving to an entirely new solution is understandably off-putting.

Speaking frankly, who cares about improvements in efficiency in the long-term if an update puts you out of commission for weeks right now? The migration from your current solution to Office 365 has to be smooth to be worth it.

The good news is a hassle-free Office 365 migration is entirely possible. Whether you’re only migrating your email to Microsoft Exchange or planning to incorporate the full Office Suite, getting your organization online and up to full functionality doesn’t have to bring daily business to a grinding halt.

The key is working with an experienced, knowledgeable partner who can guide you through the process.

Migration Done Right

At CCS Technology, our guiding philosophy is simple. Every part of the technology experience should be convenient and efficient, including upgrades and migration.

Our goal is to take the headaches out of IT services by delivering fast, effective solutions. We’ve completed full migrations to Office 365 in as few as seven days. And when migration is done, we’ll still be here, ready and able to provide ongoing support.

You can’t achieve success without the right tools in your toolbox. Think of us as your tool provider. When it’s time to move your organization to the cloud and take advantage of everything Office 365 has to offer, we’ll be happy to guide you through the process.

Get in touch with us today to let us know how we can help.

Office 365: An overview

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Microsoft changed the game dramatically a few of years back. The introduction of its cloud-hosted productivity suite was big. Office 365 is a subscription-based service designed to replace the older license-based business model.

With an Office 365 subscription, companies buy time-limited access to a host of Microsoft’s tools. The service comes with the latest versions of Word, Excel, PowerPoint and more. Also included are premium mobile applications and online, browser-based versions.

In tech terms, Office 365 is a Software-as-a-Service (SaaS) package. SaaS is fast becoming the most popular way to deploy enterprise software. However, the shift does prompt a key question.

Is the new model better than older, licensed versions of Microsoft Office?

Office 365 Advantages

The older, licensed-based model was simple. You bought copies of Microsoft Office and that was it. You had a productivity suite . . . and nothing more.

But with Office 365, you gain an array of perks and benefits not available within older versions.

Get the Services You Need

One of the main advantages for small and medium-sized business is the potential for cost savings. With Office 365 you’ll enjoy a predictable monthly cost. The budget-friendly nature of a fixed expense is particularly nice for SMBs.

Microsoft offers a variety of plans for businesses. Options include packages based on users count and included applications. Many small business leaders find this model appealing because they can pick and choose what they want. For example, what if you need Microsoft’s applications, but you don’t need an exchange email server? With Office 365, there’s a package for that.

Microsoft’s basic plan for businesses includes all the core components of its suite – Outlook, Word, Excel, PowerPoint, OneNote, Access and Publisher. It also includes cloud-based storage and costs less than $10 per month per user. You also have the option to add several of Microsoft’s web services. This plan includes Exchange, SharePoint, Skype and more. Alternately, you can choose a plan that only includes the web services without the applications.

You select the components you need.

Always Updated

Microsoft rolls out updates and upgrades for the Office suite on a regular basis. Office 365 means you’ll always have access to the latest new features and tools. Gone are the days when you’d have to buy a whole new copy to avoid being stuck with an antiquated version.

Remote Access

Remote access is another huge benefit. You can access your documents and files via any mobile device. That gives your staff the ability to be more flexible and more productive.

Cloud Storage

Office 365 subscribers also get access to OneDrive for cloud-based storage. Currently, every Office 365 plan comes with 1 TB of storage per user.

A Solid Solution

There’s a lot to like about Office 365, and very few downsides. It’s a product that provides tremendous bang for the buck. We strongly recommend it for SMBs.

If Office 365 sounds like it would be a good fit for your business, CCS Technology is here to help. We can guide you to the right package for your organization. What’s more, we can also assist with the migration to Office 365, making sure the move is painless.

Give us a call today.

What is hybrid cloud storage?

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Cloud-based storage is hardly a new technology. It’s been a common IT solution for a number of years. For the most part, cloud storage is seen as a practical, convenient, flexible solution. However, despite its advantages, not everyone is convinced.

That’s because some still have concerns about the speed of access to data hosted in the cloud, possible latency, and security and compliance challenges. To address these fears, a new solution is now available – hybrid cloud storage.

How does hybrid cloud storage work?

Hybrid cloud storage is essentially a mix of off-site (cloud) and on-site storage. You keep some data in one place and some data in the other. This blended approach makes sense for several reasons.

Flexible Options

With hybrid cloud storage, you have multiple options for data storage. Your information can reside in an on-premise server, in a public cloud server, or in a private cloud server.

On-site storage works well for quick access. Public cloud servers are convenient, as all the maintenance is taken care of on your behalf. Private cloud servers require more effort on your part but come with a higher level of control and security.

The good news is that hybrid cloud solutions give you the ability to choose the blend that’s right for your company.

Strategic Storage

How do you know what data should go where? That’s a matter of your overall IT strategy.

For example, a financial firm might decide to store critical data (such as customers’ financial details) on its own local servers, while less sensitive data might be stored in a public cloud server. Alternately, a company might use both the private and public cloud, leaning on the latter for data archiving, backup, disaster recovery, workflow sharing and distribution and the former for high-security data.

You don’t have to go all-in on a single type of storage. Rather, you can mix and match according to your needs and requirements.

Scalable Growth

Many companies use hybrid cloud storage to supplement internal storage. This makes sense, particularly as a part of your growth strategy. If your business is expanding, it can be difficult to keep up with storage needs. However, cloud servers give you an easy way to add storage space quickly.

Use your local storage for the data you access more frequently and relegate data archives to the cloud. In that way, hybrid cloud storage can really take the bite out of some normal growing pains.

Cost-effective

There’s one final benefit. For a lot of organizations, there are some real cost savings to a hybrid cloud approach.

No, that’s not a guarantee that your company will save money. However, the cost of purchasing and maintaining all your own server space can be prohibitive for small businesses. A hybrid storage strategy allows for options to lower those expenses, limiting the amount of onsite storage you need while still meeting your company’s storage needs.

The challenge of hybrid storage.

The main challenge for companies interested in a hybrid storage solution is knowing which options to choose. You can’t capitalize on the advantages of the hybrid cloud if you don’t deploy your infrastructure the right way. Luckily, CCS Technology can help.

CSS Technology has years of experience setting up hybrid cloud storage solutions. We’re here to make sure you enjoy all the benefits of the hybrid cloud without any headaches. If you’d like to learn more about how a hybrid cloud approach might work for your business, give us a call. We’ll be happy to put our expertise to work for you.