Business email systems have always had inherent limitations. There’s the speed of the network, the size of the hard drive in the server and the connection to the outside world. Email servers have always been locked down to prevent hacking and spam, and users have become accustomed to working with fairly inflexible email solutions.
Cloud computing offers a new way to deploy email in a business. The beauty of the cloud is that it does away with many of the restrictive conditions of internal email servers. But does outsourcing email mean compromising privacy or security? It means it can be access through your Android devices or other mobile devices, anywhere.
The cloud is designed to be accessible. Data is stored in multiple locations across vast physical networks and is automatically copied and replicated multiple times. The system is designed to operate without any intervention and can expand and contract on demand. This is particularly handy in a field like the legal industry where files need to be shared and case management software utilized across multiple devices by many users.
With accessibility come concerns about information security. One component is the confidentiality of business data. When email is stored in the cloud, some gravitate towards the assumption that it is inherently less secure.
The Truth About the Cloud
In fact, the cloud is designed to offer superb information security – it simply could not function if it didn’t. Cloud computing was designed from the ground up to offer superior security features combined with convenience and accessibility. While it sounds like an oxymoron, data can be instantly available and well secured at the same time.
- Spam and malware are detected before they have any opportunity to hit your internal network.
- All software is updated centrally.
- The service provider’s network is monitored constantly.
- Businesses benefit from economies of scale, so top-notch security becomes an affordable component of the service, rather than a huge added cost burden.
- Messages can be digitally signed before sending.
- Secure email becomes a reality via transport layer security (TLS) and other technologies.
- Large attachments are easy to send; very large attachments are replaced with convenient download links.
Enjoy Cloud Convenience
So these are benefits to the business. But there are benefits for everyone involved.
For the user, the biggest benefit is convenience. The cloud makes email more accessible, flexible and powerful, dramatically reducing the chance that the user will use another service instead of their work email account. This allows the business to enforce policies on appropriate communication, reducing the chance that employees will turn to alternative providers to transmit sensitive data.
And cloud email also offers benefits to your customers – largely security and efficiency. A good cloud email service can detect inappropriate attachments that may infringe their privacy, and it can scan messages for any words that might suggest a misuse of the network. This kind of control helps the business to prevent customer data being misused, shared or stored without permission.
Move to the Cloud
Businesses know that email will always be the lifeblood of every project, and productivity is directly influenced by the quality of communication tools on offer. Mimecast is one vendor placing the cloud at the heart of its email security and email services, helping businesses to improve their bottom line.