Is a Cloud-based Email Server right for Your Business?

Cloud Based Email Server vs. On Premises Hosted Email Server

Moving your email to the cloud can be a big decision for any business. The truth is that cloud-based data services typically offer security and guarantees for data protection that now surpass on-location servers. The great advantage of course is that your data is backed up in a way that it can't be lost due to a local disaster, and it's easy to access and control your data from absolutely anywhere and from most devices. While moving to a cloud-based system has some major advantages, it’s not going to be the right system for everyone. This short article breaks down the major pros and cons to see if its the right solution to you.
 
But First: What is a Cloud-based Email Server?

A cloud-based email is one that is hosted entirely online. Think of your personal email, but with added security protecting your critical data. The data for a cloud-based email server is stored and backed up in server banks scattered around the globe, and is typically protected by some of the best security in the industry. By contrast, traditional on-premises email servers host all of your company's data in physical servers located within your building with whatever level of security you've paid to set up. 

What are the Pro's of moving to a Cloud-based Email Server?

There's a few huge advantages of moving to a cloud-based server. First, there's a competitive market of hosting options that gives you flexible options at competitive prices. Secondly, the software and hardware is maintained by your hosting company. You never have to worry about keeping systems up-to-date on your end nor do you have to worry about the physical server hardware itself. Installing, managing, patching, and upgrading of software is done for you. You can get rid of that costly server that's taking up space in your office and freeing up your IT team to work on other things rather than maintaining and fussing over it. Your data is automatically and constantly backed up in multiple locations, meaning that it can never be lost. You can also access your email server simply from anywhere in the world that has an internet connection and from any device. 

Cloud-based systems usually come with easy-to-integrate collaboration and productivity tools as well, letting you work with your team collaboratively on shared documents in real time. These features are especially useful for companies with remote employees, or for companies with multiple locations or employees that travel often. Not sure if you want all your sensitive in the cloud? No problem. Most of the major cloud platforms offer you options to have mixed deployments, with some features hosted in the cloud while things like executive, accounting, or HR portals host their data in an on-site server. There's enough options to fit your needs and security requirements while offering you the flexibility that cloud-based servers bring.

What are the cons about moving to a Cloud-based Email Server?

There are a few limitations to cloud-based systems. Of course, you have to rely on wireless and digital networks to access your data. If you don't have access to the internet, you're out of luck. But with digital networks growing at an exponential rate, this is an increasingly rare issue. Some people are also intimidated by the idea that their data is hosted off-site, on someone else's server. You need to be comfortable with the security of your system, and even though the stats show that the big cloud-based systems are almost always more secure than all but the very best and most expensive on-site systems, you can always look at a mixed system as mentioned in the previous section. Finally, the data centers where your info is stored might not even be located in Canada, which could be a challenge for you depending on what kind of business you have and what regulations apply to what you do.

The Breakdown

If none of the cons about moving to a cloud-based system really speak to you, you should think about checking out your options. Cloud-based systems are advancing the efficiency, productivity, and security of how companies use their data systems and more and more businesses will be moving into the cloud. Depending on your current situation, you might find opportunities to save significant amounts of money, free up office space, get rid of expensive equipment, and increase internal efficiencies. It's certainly worth looking into. 
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About the Author

Tyler Wood is the Business Development Manager for GAM Tech which has offices in Calgary and Lethbridge and handles Western Canada primarily but has a much wider reach than that with resources at our disposal across the country. Visit his site at www.gamtech.ca for more info on his company, their full blog page and contact info, or follow them on your favorite social media platform.  

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