The concept of cloud computing is quite simple. Data ordinarily kept on a computer is stored in the servers of a service provider. This means that documents can be accessed anytime and anywhere with a laptop or smartphone, thus reducing the costs of purchasing and maintaining servers in the company premises. Cloud computing also facilitates file-sharing between a company’s internal users or with the clients.
A study conducted by France’s MARKESS International found that in 2009 fewer than 10 per cent of companies used cloud computing, but this percentage is bound to soar in the next few years to one company in three, or even one in two. However, Dominic Descary, conference speaker and co-founder of DCE Solutions, a firm specializing in mobile technology training, finds that the number of companies using cloud computing in Quebec is lower, standing at less than 7 per cent.
Dominic Jaar, an associate partner at KPMG Canada and an information management specialist, has no doubts: “I could not go back to the old way of working.” KPMG uses Microsoft’s SharePoint, which is similar to Office, and lets users create a secure Web site for each project. Thus, the employees in the various departments, or in foreign offices, as well as clients, can view a document without trading emails. “If I do an update, I can send a message to everyone who works on the project,” says Jaar. “Also, the different versions are saved online, which creates a corporate memory.”
Jason Beahm, an American who writes about technology for FindLaw.com, finds that cloud computing allows small firms to be organized without spending a lot of money: “In my firm [where he is the only lawyer], I use Evernote. It lets me take notes, organize my documents, record audio files and find everything easily with the use of keywords. Before, I would have had to print everything out and organize it into files.”
But cloud computing does have its risks. The founder of the Free Software Foundation, Richard Stallman, has already pointed out that users will eventually find themselves “cornered” and will have to pay increasingly higher prices for such services. A survey taken during the DEF CON hacking conference also showed that 96% of respondents believe this service opens the door to hacking opportunities.
And what about security?
In February 2010, an IT manager at Ogilvy Renault was nabbed by the Autorité des marchés financiers for insider trading. Dominic Côté was peeking at the confidential information of the firm’s clients and investing in the stock market just prior to a major announcement. Côté was fined $1.26 million; Ogilvy Renault was completely absolved of blame.
For those who are afraid to entrust their data to an outside firm, there are solutions that will store data on your PC while enabling remote access. Tonido is one such system, and it is available for free online. “It avoids the cloud factor, which scares some people,” says David Whelan, who is in charge of content management systems at the Law Society of Upper Canada. In addition, remote connection requires secure access.
“We’re in a transition period,” concludes Jason Beahm. “It’s normal that these tools still make many people nervous.” But cloud computing and sharing tools seem to be here to stay. We just need to get to know them.
Patrick Bellerose is a Montreal journalist.
– This article was published in French in the March 2011 edition of the National Magazine.