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Small and midsize businesses (SMBs)
need their core communications services to not only be reliable, but also to
be available anywhere and anytime. They also need to be able to archive
their key business data to meet stringent and complex regulatory compliance
requirements. Lastly, they need to securely manage growing network and data
assets for employees across numerous and disparate locations.
Another major concern is security. In fact, according to a recent survey,
the top four electronic messaging priorities reported by SMBs are spam,
spyware, e-mail archiving and viruses. Cost is another issue, although many
SMBs tend to underestimate the cost of implementing and managing a messaging
system in-house, which includes downtime, training and storage.
Outsourcing has found increasing favor in recent years among SMBs either
unwilling or unable to manage the daily headaches and related cost of
software implementation and upgrades, network maintenance, and support. The
related benefits of the software as a service (SaaS) model therefore come
through the use of off‑site hardware and access to key business applications
via the Web. These include messaging and collaboration tools, which allow
employees, customers or key business partners to access critical
applications 24/7 from any location.
SMBs can leverage the benefits of evolving technology without a large
upfront investment in either infrastructure or staff to manage and maintain
the technology in-house. In short, outsourcing gives SMBs an
enterprise‑class solution at a small‑business price.
Outsourcing also offers comprehensive physical, network and
application-level security. SaaS providers generally maintain secure data
centers with full data backup capabilities, redundant power systems and
top‑of‑the‑line security features. These facilities are housed in unmarked
buildings, with access limited and protected on a 24/7 basis by technical
and human sensors. Video cameras watch over all activities, locked cages
separate customer-dedicated equipment from that of other companies and
electrical power is redundant, as is network access.
These facilities are engineered to protect information assets from natural
disasters. With SaaS, employees can access messaging and collaboration
applications from anywhere. In fact, many businesses in New Orleans,
Mississippi and other Gulf Coast cities were able to get back up and running
more quickly after Hurricane Katrina last year with the help of third-party
service providers.
SaaS providers also offer state‑of‑the‑art network security for their hosted
messaging and collaboration solutions. In addition, since SMBs often cannot
afford a fully dedicated network, they can leverage a virtual private
network (VPN) through their provider.
Such providers also have comprehensive security plans and programs that use
established international standards to guide uniform policy development and
processes. These programs, combined with the latest technology innovations
and management by industry experts, help further minimize security risks for
customers.
Lastly, SMBs report that their number one messaging problem today is spam.
As such, most leading SaaS providers typically offer both antispam and
antivirus protection, with optional levels of defense. Partnering with a
SaaS provider helps minimize risk because the provider can preemptively
protect all its customers against new threats before they happen.
In addition to security concerns, in-house e-mail management can be a tall
order for organizations trying to stay abreast of current government
compliance requirements. This is a critical need for financial services,
insurance or healthcare providers affected by statutes such as
Sarbanes‑Oxley and the Health Insurance Portability and Accountability Act.
Most SMBs find that confirming whether their organizations have met mandated
compliance goals is a challenge. SaaS providers can help ease the cost and
administrative headaches of this regulatory burden by providing versatile
solutions to help manage the retention and secure archiving of messages.
At first glance, entrusting your applications and data to an outside
provider may seem risky. A qualified SaaS provider, however, has a “culture
of security” that includes rigorous standards for hiring, conformity to ISO
standards for everyday operations and relationships with various security
enforcement organizations. In addition, experienced companies have strict
policies and safeguards in place to prevent intrusions and unauthorized
access.
Martin Schuchman is vice president of software engineering at Apptix,
Herndon, Va.
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