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So
why would you consider cloud computing like Google Mail for your
business, especially an SME (small medium enterprise)?

In
a two words - security and compliance. E-mail security, web
security and message compliance are the underlying benefits to solid
business reasons to have your mail and office documents served
through Gmail.

Compliance
to Security and Retention Requirements

Whether
your organization is 1 person or thousands of people in size, you are
faced with accounting, legal and government regulations and standards
that dictate acceptable levels of IT security and records retention
for all electronic files and e-mails. Gmail can help ensure
compliancy plus provide you with real business benefits in
streamlining your document and email management. Deploying Google
Mail is just smart business. Some benefits include:

1)
Organizing and Filing (Archiving) your email the anyway you
want it.

Google
uses labeling as a way to file and organize your emails. You can tag
an email with multiple labels. For example, an email from your
accountant with tax information could be label as “Corporate
Taxes”, “Accountant”, “IRS”, “Revenue
Canada”. Gone is the restriction of having to choose only one
file folder to which you move an email.

2)
Keeping Email conversations or threads linked together.

Appearing
like cascading file folders, emails on the same topic (subject) will
be kept together in your inbox or to the multiple archived labels you
have assigned. No searching for the email trail or thread of emails
about a particular subject. They are visually represented like a
group of stacked file folders.

3)
A free unlimited storage repository for all your email and
messages forever!
At 7
gigabytes per gmail user account and growing as of August 2008, the
Google mail tagline is ‘ you’ll never need to delete another
message’.

Takin’
Care of Business, instead of computer or IT Administration

Reducing
the time spent on administration of your computer storage, security,
backup and recovery allows you to spend more time building your
business. Manage all your email accounts entirely from within one or
two Gmail addresses. Once set-up, Gmail offers this low
administration environment.

4)
No Mail is downloaded or stored on your server,
desktop, laptop or PDA. This eliminates any stress or administration
angst associated with:

-
searching for emails stored and scattered across multiple client
devices - some emails on your PC , some on your laptop, some on your
PDA

-
scheduling backups of your email, contact list and documents

-
recovery (and loss) of email & documents due to client device
loss, failure or theft
- expanding storage capacity due to
continuing email and document growth and retention
- remote or
mobile access for all your email, attachments and documents

-
managing, consolidating and keeping intact multiple email addresses
and personalities
- off-site backup of select files for SOHO
or Small Businesses

Document
creation, management and simple online collaboration

5)
Use Gmail online Office Suite to create, manage, store your business
documents, spreadsheets and presentations. Read and write Microsoft
Office formatted documents as well as all the open document variants.
Securely stored at Google, eliminate HDD file storage and backup. No
more MS Office licensing fees to Microsoft.

6)
Store images and pictures using Picasa Web Albums. Manage your images
on your PC using FREE Picasa Software - crop, adjust, special
effects.

7)
online chat and messaging integrated, stored and managed just like
your email.

Reducing
the complex e-mail security threats to your corporate data

Google yet again has an very intelligent SPAM filter that
checks each message content and therefore does not arbitrarily
blacklist the email address, just the specific email due to content.
No emails are downloaded to your PC or an office application;
therefore, no waste of bandwidth or risk of infected emails on your
hard drive.

9)
Google’s anti-virus checking is also performed away from your
computer. All attachments are checked at the Google server for
viruses and, if infected, flagged/moved to SPAM right away. No
infected e-mail ever arrives on your computer’s hard drive.

Traditional
server or computer-based email systems download ALL your email,
passing it through a spam/anti-virus filter on your computer. This is
a waste of bandwidth usage (downloading spam email) and, even worse,
exposes you to the additional risk of having spam and virus-infested
e-mails get closer to your data files on your computer hard drives?

So
why you need to seriously consider using Google Mail for all your
office needs?

-
Complete office mobility - via any browser, access to your
email, documents, images, chat

-
Access anywhere, anytime through any browser

-
No backups required of email, office documents or contacts

-
Manage multiple user profiles and email accounts in one
convenient place

-
Includes Anti-Spam and Anti-virus checking away from your PC ,
Laptop or Server

-
Gmail Free Unlimited file space

-
Next to No Mail Administration.

Gmail
is the perfect Mobile Office Utility for Small Medium and Enterprise
businesses. Google Mail Cloud Computing environment will allow you
to focus on your business operations and growth. Implementing the
Gmail in-the-cloud computing model for your email security and
compliance makes a whole lot of sense.

Keep
your head in the clouds!

About the author

Tags: acceptable levels, business benefits, business reasons, corporate taxes, electronic files, email accounts, gmail, Google, irs revenue, mail security, office documents, office environment, operating environment, peace of mind, records retention, retention requirements, revenue canada, security web, small medium enterprise, smart business

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