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The WebPal Wire

Get our latest updates as we bring you new insight on how cloud computing is already changing in its infancy. Security, content and business process are just a few categories within of wide range of topics covered in our blog

Archive for the ‘Document Management’ Category

WebPal Partners with GoodSync

11-12-2014 Rachel

You may recall our post on how to sync files with WebPal using the popular GoodSync software.  Today, we are happy to announce that Palomino has partnered with Siber Systems to offer GoodSync at a discounted rate to all existing and new WebPal Cloud Server users.

If you are constantly forgetting to back up your data, GoodSync File Sync software is the solution for you. GoodSync ensures folders that are located on more than one device contain identical and the most up to date data. When you update, add or delete data, the synchronization will update the same files in the other location. GoodSync uses an algorithm that offers true bi-directional synchronization.

For a tutorial of how to sync your files on a Mac using GoodSync and keep them in sync at all times, have a look at the following Folder Sync with WebPal Cloud Server video.

 

 

To get started, download the software for Windows or Mac and contact us at sales@palominosys.com or 1-866-360-0360 to receive your activation code today.

 

About Palomino Inc.

Palomino Inc. (www.palominosys.com) is a software solutions provider offering web-based productivity applications, centered on latest web-client and mobile technologies. Palomino’s WebPal Cloud Server 3 (www.webpal.net) is a powerful, adaptable cloud content management solution to a diverse SMB and enterprise client base with applications in online document management, web portal content management, and file storage. WebPal has has been adopted by over 300,000 users in different verticals such as healthcare, public sectors, financial services and associations. Palomino offers WebPal Cloud Server via multiple channel partners and solution providers across the globe.

About Siber Systems

Siber Systems (www.siber.com) is a privately-held company, incorporated in 1995 in the Commonwealth of Virginia, with offices in Germany, Japan, and Russia. Siber Systems was originally founded to turn scientific findings in the area of text parsing, compilation and transformation into useful commercial technologies. Siber Systems latest product is GoodSync, an easy and reliable file synchronization program we released in 2006. GoodSync already enjoys numerous favorable reviews from both users and the press.



The Toronto Commute Just Got More Mobile

13-12-2013 Chris

Toronto commuters are getting a connectivity boost with an extra dose of WiFi while in the subway system.

This week, a free ad-supported WiFi service was launched at two Toronto stations – Bloor and Yonge and Saint George stations. Riders will have to watch a 15 second advertisement in order to access the free WiFi network as part of the TTC’s agreement with BAI Canada Inc., who will build the WiFi  network over the next 20 years. Next steps toward a truly mobile Toronto will involve enabling cellular phone service underground, but the TTC is still in talks with major wireless service providers.

While Torontonians are focusing on making their commutes more mobile, there is a New York City initiative to create a free WiFi network that spans the entire city. Mayor Michael R. Bloomberg announced on Tuesday the launch of a free public 24/7 WiFi network in Harlem, making it the largest of its kind in the United States. The project will developed in partnership between community development organization, Harlem Children’s Zone, and Sky Packets, a wireless network provider. It’s part of Mayor Bloomberg’s wider WiFi plan, which included announcing a WiFi network in 5 burroughs within the city in September of this year.

Initiatives like these are necessary to keep up with the mobile world, which has given rise to the “anytime-anywhere-worker.” 29 per cent of today’s workforce can be characterized as such, and Forrester predicts 905 million tablets will be in use by 2017. We recently wrote a blog which analyzed the Digital Divide in Canada, and a report released earlier this year by researchers at Western University says that Canada isn’t doing enough to provide access to internet for all Canadians regardless of their socioeconomic background. A Statscan report released in early November says that at times, only 28 per cent of  Canadians living in the smallest income bracket have internet access at home. This recent free WiFi initiative is one step to changing that, and we are excited to see Toronto getting on board with the mobile access revolution.

Chuck the wires and break free, without loosing access to your content. WebPal is fully accessible on mobile devices and connects to many popular apps on your iOS, Android and Blackberry device. Currently 30+ apps connect to WebPal, and we are still counting. Go mobile with WebPal’s document management system.



The Importance of Collaboration Tools in the 21st Century Workplace

15-11-2013 Chris

The workplace of the 21st century needs to ask itself, “How do we create a culture of innovation?” Innovation is now being treated as a science, as corporate executives seek new answers to the oldest problems known to business. One of the most common answers to this question is providing access to collaboration tools, and there are a few reasons why.

The 21st Century Worker Seeks Collaboration

To understand collaboration in the 21st century workplace, you must first understand the 21st century worker. Take a look at this infographic on the most sought after skills in today’s worker. Collaboration, communication, leadership, productivity and accountability are all keywords that can help organizations empower their employees. “Many businesses are adopting a participative management style, which involves employees in decision making,” says George DeMetropolis, a professor at the University of Phoenix. By creating this kind of environment, employees are motivated to go beyond their standard job description to add value to the company.

The Rize of the Social Workplace

It’s not just an organization’s workplace that needs to use collaboration tools to succeed, its the organization itself. More corporate environments are focusing on developing communities for the customers, as well as their employees. Social networks and social tools are used by large companies in multiple capacities: customer service, product updates, and employee communication. According to IDC, about 75 million instant messaging (IM) accounts were active in business in 2003.

Breaking Down Silos With Collaboration Tools

In the traditional workplace, it was common for multiple departments to become siloed. To achieve innovation, all these moving parts have to be working towards a common goal, and collaboration tools are the most effective way to do that. This is especially true with content management and creation. A 2008 IBM white paper on collaboration recognized this soon after social networks were adopted en masse, and in today’s workplace “content is developed through participation; it is fluid, contextual and leveraged to create opportunities through ongoing collaboration… Participatory capabilities can provide businesses with user-driven innovation, simpler and more productive solutions, integration of tasks, reduced cost and higher employee satisfaction.”

WebPal helps you manage all your important documents on a secure cloud server, while allowing your employees to collaborate



The Current State of Global Cloud Regulations

07-11-2013 Chris

Each country has their own unique cloud regulation policies that can be confusing to users, especially those who share their content across borders. As global Information Cloud Technology (ICT) innovation occurs, cloud policies and regulations need to constantly adapt to keep up. Here is an idea of cloud regulation policies in the U.S., Europe, and Canada

The United States of America

There are a number of specific laws that govern the use of the cloud in the United States, and each of them pertain to a specific vertical or industry. The Health Insurance Portability and Accountability Act (HIPAA) helps protect the privacy and security of health information using three types of safeguards: administrative measures to manage the selection, development, implementation, and maintenance of systems; physical measures used to protect electronic information systems and related buildings and equipment; and the technology and the policies and procedures that govern its use.

Meanwhile, the Gramm-Leach-Bliley Act (GLBA) encompasses two rules for storing financial data in the cloud: the Financial Privacy Rule and the Safeguards Rule. The Financial Privacy Rule requires financial institutions to provide their customers with details of the information they have gathered and where it is stored. The Safeguards Rule means they must outline in clear and unambiguous language their document storage policies regarding customers’ non-public information.

In education, the Family Educational Rights and Privacy Act (FERPA) requires educational institutions to get consent from students before placing their information on the cloud. Although the U.S. has been the number one cloud provider for many years, but the recent NSA surveillance scandal may change that. Some analysts are predicting American cloud providers could suffer more that $22 billion in lost revenue due to surveillance concerns.

Europe

Edward Snowden shook things up with his revelations that the National Security Agency of the United States was monitoring information on cloud systems like Amazon Web Services. Since then, the European Union is proposing new legislation to protect the digital privacy of their citizens. These legislative amendments to existing laws include launching user notifications and consent agreements when data is transferred from a cloud inside the E.U. to a cloud outside of it, which details the possibility of surveillance by a third-country authority. Although it is uncertain if all these laws will pass, there is general consensus in Europe that more regulation is needed to protect their citizens.

Canada

Canada has recently risen as a world leader in ICT innovation, from 12th place in 2012 to 9th place this year. The 2012 copyright bill, Bill C-11, helped instigate this improvement, and places Canada in a position to ratify the WIPO Copyright agreement. The bill allows content distribution and software companies to place “digital locks” on their creative content to guard it from unlawful use. Access to broadband internet still needs to improve if Canada is going to continue to raise its international rankings, as the digital divide is still a prominent issue in this country.



What is the Role of IT in Cloud Computing?

09-10-2013 Chris

For business leaders who are looking for ways to reduce their staffing fees using technology, cloud content management appears to be the perfect solution. Because cloud infrastructure helps reduce the amount of on-site hardware and automates certain processes, some business leaders mistakenly believe that the role of IT is becoming less significant. While cloud content management systems certainly provide some much needed relief for IT departments, it is only through a hybrid approach involving both cloud content managements systems and a team of IT experts that you can achieve true productivity. Here are a few roles that IT departments should play after a cloud content management system has been introduced.

CIOs and CTOs should become cloud experts

As a PWC report correctly states, “Cloud computing is about more than IT cost savings; the technology create new avenues for revenue and innovation.” Again, cloud computing should enhance, rather than replace, existing IT infrastructure, and CIOs and CTOs should be prepared to discover new ways to leverage the power of the cloud. It will undoubtedly impact the functions of the IT department, and the CIO or CTO should be prepared to mitigate those impacts for their team.

CIOs and CTOs should get more involved in “business discussions”

CIOs and CTOs are often relegated to pure technology discussions. Mobile and social technology now goes hand-in-hand with marketing and advertising strategy. Since technology is playing an increasingly significant role in business, they have valuable insights that can help your company stay on the cusp of innovative industry trends.

What type of in-house development do you need?

For larger organizations, a more complex IT infrastructure is needed. A blog on Wired.com says “In-house application developers must be capable of crafting solutions that span both the cloud and on-premise resources, securing and leveraging the opportunities inherent in technology without giving up the processes that differentiate and deliver competitive advantage.” Cloud software shouldn’t stop you from innovating – it should help you achieve innovation.

Learn more about WebPal’s secure and flexible cloud content management solutions.



Top 4 Myths About the Private Cloud

02-10-2013 Chris

From 67 per cent of enterprises in 2012 to 75 per cent of enterprises in 2013, the cloud has finally started to gain traction. More than ever, companies are using cloud content management systems to collaborate and share their important documents. Unfortunately for enterprises looking to invest in private cloud infrastructure, there are still a number of concerns involved in public clouds that put cloud document management into question. In a recent infographic by Skyhigh, it was determined that 40% of the top 10 file sharing systems that are in used by enterprises are classified as “high risk” services. Here are some myths about public cloud services that give private cloud systems a bad rep:

It’s unsecure

When you look at the high risk file sharing services, they all exist on the public cloud. One of the main problems with security on a cloud system occurs when admin roles change and access shifts between employees. Sophisticated private cloud document management systems allow you to easily manage admin roles and monitor who has accessed a document and when.

It’s difficult to implement

Like any new SaaS or IT system, implementing a cloud content management system across an organization takes time, although it is less time-intensive than changing a hardware system. Once the system has been implemented however, the system can easily scale with your business so you don’t have to change services.

It’s not reliable enough for large-scale organizations

Many large-scale organizations operating in regulation-heavy industries, like health care and financial services, believe that the cloud does not offer the compliancy regulations they require for document management. Compliancy regulations in many industries are moving towards Electronic Document Management and many private cloud providers offer the compliance coverage you need.

Employee adoption rates will be low

By enabling employees to access documents on their desktop and through their mobile, as well as offering multiple collaboration and sharing opportunities, cloud content management systems like WebPal are easy-to-use.

Find out more about our secure and seamless cloud content management solutions.



Top 3 Ways to Scale Your Startup Using the Cloud

25-09-2013 Chris

Growth and expansion is the ultimate goal of any business, but growing as a startup or small business comes with its own unique challenges. In a large corporation, hiring 100 new employees creates minimal disruption because training and on-boarding practices have already been established; in a startup, hiring 10 new employees completely changes the nature of your daily operations. Hiring as a startup and SME must be even more strategic and deliberate, because the wrong decision can be a costly and time consuming. Luckily, cloud document management platforms are flexible solutions that can is scalable to accommodate the size of your business. Here are some ways startup founders and small business owners can leverage cloud document management platforms to scale up:

Document your procedures on the cloud

In the early stages of  a startup or SME, document sharing is much less of a problem because the only employees are the founders and C-level executive staff positions. As you bring on new employees, it’s easier to get them acclimated to their new roles if all important company documents are stored in the right place. An advice article on Mashable says “Document your procedures so your new employees can get up to speed and hit the ground running on their first days. Well-documented procedures for all of those repetitive tasks in your business will make it 100 times easier for new employees to begin their jobs.” This also helps reduce the time you spend training a new employee one-on-one.

Track the activities of new employees

For founders and owners who are used to doing everything themselves, having staff take on some of the more monotonous and time consuming work is a relief. Still, it can be hard to relinquish control over to a new employee who has only been with the organization for a short time. Cloud document management systems allow you to track changes to your documents and make comments for real time feedback. Not only does the employee benefit from the one-on-one interaction with you, but you get to delegate tasks while still managing the overall process.

Get the entire team involved

One of the best features of a cloud document management system is it enables team-wide collaboration. In certain circumstances, it would be extremely beneficial to get other senior executives to provide feedback to new employees. By making it a team effort, you are able to make the most of your resources and it helps integrate your new employees into the company culture.

WebPal provides cloud document management solutions for every type of organization: from startups, small businesses, public services, and large-scale businesses. Learn more about our scalable solutions.



How Cloud Computing Can Help Bridge the Digital Divide

18-09-2013 Chris

The spread of digital technology has resulted in a global movement that provides developing nations with the same access to information that we receive in the Western world. Some of the changes brought on by this movement have been subtle, but some – the Arab Spring and internet vigilantes like Anonymous – are considered revolutionary. Digital technology has become so ubiquitous worldwide, in fact, that many North Americans would be surprised to learn how prominent the Digital Divide is here at home.

The Digital Divide in Canada

Earlier this year, researchers at Western University released a study regarding internet usage in Canada. “In unpacking data from Statistics Canada’s 2010 Canadian Internet Use Survey… Western University researchers found education, income, age and location were all linked with significant disparity in people’s digital competency.” The findings of the study indicate that families in the lowest income bracket were 40% less likely to use the internet and families in the highest income bracket were five times more likely to use the internet. Cloud content management systems are powerful tools that should be leveraged to bridge this digital divide.

Cloud Computing and the Digital Divide

According to a 2010 American study, more than 46 per cent of the poorest households do not own a computer. Cloud content management systems allow you to access your information from any computer by storing your important documents on a private or public cloud. This is invaluable to students who struggle to complete their homework because they don’t have access to a home computer. It also helps adults without access to a home computer when they are pursuing professional opportunities outside of the office.

The importance of mobile access to information

Cloud content management systems also allow you to access your important documents from a smartphone or mobile device. Earlier this week, the Torontoist.com revealed statistics that indicate Toronto wi-fi access is among the slowest and most expensive in Canada and North America. Advocates for a free public wi-fi initiative say it is crucial for helping bridge the digital divide and increasing economic development.

The effects of wi-fi access on economic development are most strongly felt in developing nations:  in a 2009 study, the World Bank found a direct correlation between broadband penetration in a developing economy and an increase in GDP. Large enterprises in these nations are adopting cloud infrastructure to address concerns of limited access to IT skills and knowledge, limited access to capital, and security.

Cloud content management systems like WebPal enable you to access all your important documents from any access point – home computer or mobile device. Find out more about WebPal’s secure private cloud options for enterprises.



3 Ways Cloud Content Management Can Make You More Productive

11-09-2013 Chris

Often, our new enterprise clients tell us that there never seem to be enough hours in the day. The world of business moves at a faster rate than ever before, and it can be difficult to not only keep up with the rate of change, but to stay ahead of it. An article on monster.com says that “Today’s businesses… are looking for improved employee productivity – people who can help their organization run lean and mean. That means hiring people who have strong IT skills and IT talent, particularly cloud technology.” Business owners want to provide their executives and employees with the tools they need to make the most out of their time at work, and adopting cloud technology is one of the ways they are doing that. Here are some ways cloud content management systems can help you make the most out of your workday:

 

Increases Collaboration and Communication

There are a lot of problems associated with sharing documents outside of the cloud. First, it takes the additional time to save the file and share it in an email link with multiple collaborators; then there is the major problem of tracking changes and having different versions of the same document without knowing which is the most updated. Cloud content management systems like WebPal manage any document type and helps you control who has access to the document and for how long. It also provides an activity log, so you can track who has made updates and when, revolutionizing dependence on email for remote collaboration.

Mobile access when you are working on the go

The past few years have given rise to the “anytime, anywhere workers” who do not confine their work lives to the office; in a 2012 survey, 29% of workers said they work from multiple locations on multiple devices. Having documents contained on one computer or device would make this kind of work-style impossible. Cloud content management systems provide the “anytime, anywhere workers” with access to their important documents online, giving them flexibility to work while they are on the go.

Say goodbye to flashdrives

For those prone to forgetfulness, relying on flashdrives can be a nightmare. Managing your documents on the cloud gives you peace of mind that you will always have access to your documents, wherever you are.

Most importantly, cloud content management systems allow companies to maintain all their important documents in one centralized and secure location. Find out more about WebPal document management solutions.



Why the Financial Sector Invests in Cloud Computing

04-09-2013 Chris

As a provider of Cloud services, we have our ear to the ground at all times to learn about the verticals WebPal serves. One of our client segments  - financial services – is moving in droves towards cloud content management systems. A report published by IDG Enterprise titled Cloud Computing: Key Trends and Future Effects Report states that financial services and high tech companies are projected to have the largest cloud computing budgets over the next few years. This includes large banks and insurances, but also credit unions, wealth management, brokers, and lenders. A recent PricewaterhouseCoopers survey indicates that 71 per cent of financial services executives are looking at cloud computing software for their document management needs, an increase of 17 per cent from the previous year. The Economist estimates that spending on the cloud by financial services firms will total $26 billion by 2015. So what is motivating the financial sector executives to invest in cloud computing?

The benefits of cloud content management are comparable for almost every type of business: the IDG Enterprise report says that enterprises are motivated to use these systems to increase collaboration and enhance customer relationships and communication. As security and compliance regulations have become more sophisticated, executives feel more assured when investing in cloud infrastructure to generate more capital and scale their business in a cost-effective way. This is one of the biggest motivators for the financial sector to adopt cloud-based systems.

Another reason why the financial industry may be more willing to adopt cloud content management systems is because of their experience with online banking, which was treated with skepticism when first introduced. Early adoption was slow, but progressed quickly as firms began to see the obvious benefits for themselves and their customers. As a recent 2013 IBM report states:

“Banks that take advantage of cloud computing are better positioned to respond to economic uncertainties, interconnected global financial systems, and demanding customer. They can also optimize their channel investments and differentiate themselves through customer service excellence.”

We’re not surprised that financial services is one of the first industries to adopt the cloud en masse – WebPal has provided scalable and efficient cloud content management systems to multiple credit unions and financial service firms. One of our clients, All Trans Financial Services, found great success after implementing the WebPal software; they were able to address risk mitigation concerns related to on-site storage, integrate public documents with its public facing web presence, and achieve activity log and audit capability. Find out more about WebPal’s scalable, affordable, and customizable cloud content management software options for enterprises.