How secure is your online software?

With the popularity of online software growing there is a concern that it is not as secure or reliable as desktop-based applications. GPS fleet tracking software is generally run online so it’s of particular interest to fleet managers to know that the infrastructure used by providers is both robust and secure.

But before you make the switch to online software, it’s important to check a few things about the provider to make sure they are taking the best care of your data and you can enjoy a reliable software service, something that is vitally important when you’re looking at running mission-critical applications.

Here are five things you should check with your online software provider before you buy.

1. Do they have a Plan B? – You might not be familiar with failover systems but all you really need to know about it is that it means in the event of a problem with the computer that runs the online software you are using, another, identical, computer is setup to automatically take over. For you as a user you most likely won’t notice anything has happened – you will carry on using the application without interruption and without the loss of any data. Essentially it provides a seamless safety net should anything happen to the computer that is hosting your software.
2. Have they been independently reviewed? – Similar to the ISO 9001 standards that businesses will often strive to achieve, online software providers also have certifications that they can meet. In the service industry (online software is generally viewed as SaaS, or software as a service), organizations can choose to undergo a SAS 70 audit. Being successfully audited means an organization can be trusted to have effective controls over its operations and that the business is operating effectively. If you are considering different online software providers, asking if they are SAS 70 certified can provide you with reassurance that your data is in safe hands.
3. Do they use top-of-the-line hardware? – Unless your software provider has the size, scale and financial resources of Google, they will generally work with a data center to handle the physical storage of both their application and related data. The hardware used by most professional data centers is far beyond what your average IT department could afford or manage. Data centers not only invest in high quality web servers that are both fast and powerful but also focus on making sure both the data and the hardware is secure. Measures such as 24-hour video surveillance, fire-suppression systems and UPS (uninterruptible power supplies) ensure that problems are minimized or avoided entirely.
4. Do they have an effective backup system? – With traditional desktop applications, the responsibility to backup is on the user. While this may not seem like a problem, the reality is that most users don’t take the time to backup regularly until it’s too late. A major loss of data is sometimes the only situation that reminds a user of the importance of having an effective backup system, and has them ruing the lack of one. With online software, all of this is taken care of by the SaaS provider. And because they take care of everyone’s data they make it their business to do it right.
5. Do they have a robust link to the network? – Like any network, online software depends on a continuous connection between the end-user and the application. Fortunately, the networks that online software applications run on utilizes high-end cabling and network connections, and not the ‘less-than-reliable’ Ethernet cabling your 18-year-old cousin may have installed in your local office network. These networks are built to provide the most secure and reliable connection between the application and your office, wherever that might be. One example of this is the multiple NIC cards that provide an instant backup in case one entry point to the network fails. Data centers are usually built in a way and in a location that minimizes the possibility of being affected by any connection problems, from both natural and man-made hazards.

Online software is a partnership

When you partner with a quality online software provider you don’t have to worry that you’ll be left out in the cold, stressing about how to make sure your data is secure and your software running reliably. Online software is not ‘sell and forget’. Your online software provider should work with you every step of the way to improve the service they can offer, utilizing the latest technology and hardware advancements to make sure your application performs, even under the toughest conditions.

This alleviates a lot of the anxiety normally associated with looking after business-critical applications, and can improve your company’s bottom line by reducing your IT spend.

So if you’ve been holding back on switching to online software for your business because of security concerns, then now is a great time to talk to providers about a solution that will help your business perform more efficiently, profitably and securely. Use this checklist to make sure they are a professional provider that can give offer you the peace of mind you need when running important business software applications.

Telogis® solutions should be of particular interest to any business that manages vehicle fleets, since its range of fleet management tools are delivered as online software. Telogis have built a robust infrastructure that enjoys the high level of reliability and security discussed in this article.

Web-based software is growing in popularity and there are good reasons why. Also known as SaaS (Software as a Service), web-based has gone from desktop’s poor cousin to being the preferred choice for a lot of businesses. This isn’t a fad that’s going away anytime soon. In fact a recent survey from InformationWeek analytics showed that 46 percent of IT business executives are likely to use SaaS software, will absolutely use it, or will continue to use it in 2010. This is a significant 31% increase over last year.

What has changed that has made the SaaS model more acceptable to a growing number of business executives?

Cloud computing is becoming less the domain of risk-taking early adopters and moving more into mainstream popularity with the growing acceptance of applications such as Google Docs. Internet speed and distribution is constantly improving. And while there are still a few security concerns, these are being overshadowed by the desire for faster applications that offer flexibility without the maintenance overhead of traditional desktop installations.

And SaaS vendors, like Telogis, are working hard to provide a secure platform for their web-based applications.

But just because everyone else is doing it does that mean it’s the right time for your business to jump on board? We’ve put together a 10-question SaaS quiz so you’ll know if it’s right for you.

1. Do you want your software to be an operating expense or capital expenditure? This is the difference between renting and buying. When you buy software it is a capital expenditure and thus a big investment. SaaS applications are ‘rented’ by the user, minimizing the risk and reducing the up-front cost.
2. Do you have available internal IT resources manage and upgrade this application? Desktop applications require a significant investment of time in deployment and upgrades. It also requires staff with IT know-how or contracting local IT consultants. SaaS applications are all managed and upgraded by the provider.
3. Do you want easy access to your software from anywhere in the world? Gone are the days when you bought a single-user license for one computer in your office and anyone who wanted to use the application had to take a number. Now SaaS applications can be accessed instantly from any computer with internet access.
4. Do you want an application that gives you flexible levels of security and availability? SaaS applications are all based on logged users and thus make restricting access to certain functions easier than complicated desktop systems. It’s also easier to only pay for the parts of the application you actually really need rather than buying the entire program and only using 20% of the features.
5. Do you need your application to integrate with your existing programs? Because most SaaS programs are built on open-source web standards, they often integrate easily with your existing software, either straight out of the box or with a little customization.
6. Do you require the application to be deployed quickly without any business downtime? Traditional desktop programs would normally take the whole office out of action as length install routines were run across the network. If you could afford it you’d pay your IT staff to do it over the weekend but even still it was a lengthy process. SaaS can be turned on and off as easily, and as quickly, as a tap. No more watching progress bars while your software installs!
7. Do you want your application to be regularly updated? Because deployment of updates for web-based software is so much easier and less-intrusive than desktop programs, SaaS vendors will receive new updates sooner and more often, meaning you get access to all the latest enhancements as soon as they’re ready!
8. Do you need your software to run on a range of different computers, all running different operating systems? A huge headache for a lot of traditional software companies was getting their programs to work on a wide range of operating systems and hardware configurations. SaaS vendors don’t have that problem since it’s all browser-based. If you can access the internet you can use SaaS software.
9. Do you want a software provider to work with you on an ongoing basis? Desktop software is usually a case of ‘sell and run’. Once the sale is made, you’re on your own. SaaS software means the provider works along with you, supporting your application every step of the way, making sure it does what you need it to, day after day, week after week.
10. Do you need your application to have the security of regular backups and contingency planning? With a desktop application, it’s all up to you. If something goes wrong, or your backup hardware bursts into flames you’re in trouble. With SaaS applications you have none of those worries, with professional providers offering top-level security, frequent backups (and backups of backups) as well as contingency planning should a network fault occur. Telogis is typical of many high-end SaaS vendors with a track record of 99.9% up-time.

If you answered yes to any of these questions then a SaaS telematics solution is the right fit for managing your fleet with GPS tracking.

With a positive ROI for most firms occurring within 90 days, the longer you leave it the more it’s costing you. So don’t be afraid of SaaS as an option for economical business software. When you find out how much it could be saving you, both in IT overheads and wasted time, you’ll wish you’d done it sooner.