Cloud Computing for Charities – a recipe for change or chaos?

Cloud Computing for Charities – a recipe for change or chaos?

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Technology is ever-evolving mainframes, minis, desktops, laptops, mobiles, networks, the web and now the Cloud.  There used to  be  lots  of  flashing  lights  on the  hardware,  which  sat  in the  corner  of  your  office  –  now  it  is  silent,  sits  in  your  hand and can go  wherever  you do One  thing,  however,  is  eternal  –  the  technology  industry’s ability  to  invent  new  acronyms  and ever-changing  descriptions makes  it  hard to  keep up  with  the  latest  thinking.

 So why, as a Chief Executive, should you pay attention to this latest incarnation of IT architecture: The Cloud?

The answer is actually very simple; this is not just an evolution, it is a revolution; not only in technology, but also in the opportunity to re-shape your workforce, your interaction with your stakeholders – indeed your entire corporate culture. This is because the Cloud is not a single event; it is a combination of technologies coalescing simultaneously. Technologists like to call it a ‘paradigm shift’ – a fundamental change in approach. How can the Cloud improve your overall IT service?

Being online means being connected to your colleagues, your clients, your partners and your information resources as well as other important stakeholders such as volunteers, trustees and donors.  It will allow you to have access to all your internal files from wherever you are working. Cloud computing is much more cost-effective than traditional methods.  Companies only need to commission, and thus only pay for server and Will it save my organisation money? infrastructure capacity as and when it is needed.  More capacity can be provisioned for peak periods and then deprovisioned when no longer needed.  Traditional computing necessitated the purchase of enough capacity for peak times and then allowing it to sit idle for the rest of the time, not exactly the definition of efficiency. Are there any risks to continuity of service or security?

With its ‘always-on’ availability, Cloud services are extremely reliable, typically maintaining >99.99% uptime (because they must – their business model depends on it).  Users merely need an internet connection and can work from practically anywhere.  If required, some applications can even work off-line by collecting input for subsequent compilation. Services such as Amazon Web Services (‘AWS’) or Microsoft Azure operate in over 55 availability zones within 18 geographic regions across the globe with extensive security layering and protections well above ISO 27001, the leading specification for security policies and procedures.  Putting it another way, AWS security, resilience and availability levels will certainly exceed those of your office file server!

Agility is a common term in modern management – the capacity to identify and respond rapidly to opportunities.  Cloud information management facilitates this ability.  Instead of staff working on supporting hard/software and the associated network, keeping things working within limited physical locations, your organisation can focus on the management of your information anywhere, supporting staff in their activities and management in their decision-making.

What does this mean for the way we plan our information management? What does it mean for the organisation as a whole? Blue text

Documents and general files used to be resident within office file servers, with their hierarchical structure and fixed location.  It was impossible for remote staff to share access and updates.  Information therefore became out of date or versions out of alignment – assuming your team even knew where they were. In the Cloud, for example, volunteers can obtain up-to-date materials and complete documentation from online systems while out of the office, rather than being dependent on office staff to locate or transmit the records.

That means more time where it counts, with the people you support, and less time wasted. Specifically, staff, directors or trustees can work effectively and collaboratively anywhere, for example with Office 365 and SharePoint (two leading cloud applications from Microsoft), all information is available 24/7.  The process is as if you were in the office.  Collaboration is dynamic and seamless, the system supports their working practice, not vice versa. There are certainly opportunities to reduce cost and improve value and efficiency using cloud-based IT.  However, information is still a critical resource, so do choose a partner who can provide a broad base of the necessary technical skills – and choose wisely:  it can make a real difference to the achievement of your goals.

 

Image of a head with different digital devices inside