Google Docs

Data protection and backup is a crucial area for every business and one that is often overlooked. As businesses are becoming more mobile with the use of laptops the business of synchronizing data is one that always presents a problem. One of the main reasons why synchronization of data is open to error is that synchronization is often completed by multiple users rather than using a centralized system. In a case where a business has 10 salespeople with 10 laptops which requires data synchronization on return to the head office it is usually responsibility of each salesperson to do their own synchronization. The skill set to complete this operation successfully should not lie within the sales force; this means that extra training is required. However even with training the risk of data being overwritten is extremely high when you have multiple users synchronizing their own data.

In the case outlined above, the best solution is no matter where the salesperson is located he or she always works off a central server making sure that data is saved automatically and always in the same location. Having a central server allows multiple users to update and save data without the need for multiple synchronizations. Google docs is a good example of how a central server can work for an organization whereby once an employee has the correct login details he or she can change, update and save data without the risk of losing information or overwriting another data source. All the employees need is an Internet connection to access all the required information. With a system like Google docs once a change is made anywhere in the world the central files are automatically updated.

Systems like Google docs are sometimes referred to as virtual data systems where there is no software requirements on the laptops needed in order to use the system. Once you have an Internet connection and the correct login details you'll have full access to all that Google docs offer. This also means that when a laptop is purchased there is fewer requirements for a special rebuild to suit the company needs. However there are some drawbacks to this kind of system. For example if you don't have an Internet connection then you cannot update your information. Also all five types may not be catered for. The basic file types like .doc,.xls,.pdf, .ppt and .txt operate satisfactorily however there is still no way to incorporate specialized applications onto a Google docs system. Google are continuously updating and improving their systems but we are a long way off from using company owned databases through Google docs. One of the main problems with supporting such software is that there are so many variables to consider as each software package is unique it requires a different set up to operate successfully. At least with word, excel and text documents the software is standard and everybody is used to working with them.

Virtual systems are really at an early stage of development however Google docs has shown that if their system meets your requirements it can be extremely effective. Maybe not good enough to use exclusively but it is certainly very effective when used in addition to standard software. It takes the responsibility of updating data, backing up data and synchronizing data away from the employees, this can only be a good thing. There's less chance of losing data and more importantly employees can concentrate on what they should be doing rather than worrying about any I.T. issues.