CPAs and Cloud Computing

The American Institute of CPAs recently released the results from their 2012 Top Technology Initiatives Survey—and according to their findings, the three technology-related issues with which CPAs will most concern themselves this year will be information security, remote access, and control and use of mobile devices.

Of the three priorities, respondents to the survey put information security at the top of their list. While many made it clear that the benefits provided by technology—namely, greater flexibility, efficiency, and productivity—are indispensable to their companies, they also all expressed some apprehension about the perceived security risks that can accompany greater reliance upon technology.

Why CPAs are Worrying about Data Security

It’s clear why information security comes first for CPAs: in the accounting world, data safety and confidentiality is imperative. And to be clear, the CPAs who took the AICPA’s survey say their companies are currently succeeding in meeting their information protection and privacy goals—they just know that in this ever-evolving technological landscape, it’s crucial to stay one step ahead.  

One worry that CPAs also appear to share, however, is that they may be unable to prevent a data breach in the case of a lost laptop or mobile device. That’s where NovelASPect’s data security protocol comes in.

Information Security with NovelASPect

In addition to server redundancy and daily data backups, NovelASPect employs two-level-strong password-protected logins, 128-bit encryption, and security timeouts to ensure that only you have access to the sensitive information you work with. That means that not only will you not lose any data if your laptop or tablet goes missing, you also won’t have to worry about that same data falling into the wrong hands.

If you’re one of the CPAs who are finding themselves increasingly dependent on technology—but you’re a little unsure about what that means for the safety of your information—take a look at the application hosting services we offer. As a company that was built by CPAs, NovelASPect has something important in common with the AICPA’s survey respondents: data security is (and always has been) our number one priority as well.

CEO of NovelASPect, Rick Fallahee, recently stated that “the number of small businesses moving their applications to the web is growing exponentially.” Given all the buzz surrounding application hosting, many businesses may be wondering how to choose the best provider. This is a guide to find a secure, reliable, high-quality company to host your applications and valuable data.

First off, what is Application hosting?

Application hosting is a form of cloud computing in which users access their applications & data via the “cloud” (i.e. anywhere with an internet connection.) All a user needs is a license to the application, an internet connected device (MAC, PC, phone, tablet) and an application hosting provider.

What qualities should I consider when choosing an application hosting provider?

1) Security. 
When you host your application(s), you also host all of your important data, and thereby rely on the application hosting provider for security & protection. These are a few questions to ask your application hosting provider to make sure that your data is secure:

What level of encryption do you use?

128 bit encryption is the minimum requirement. This is the same type of encryption utilized by major banking companies (such as Chase & Bank of America) for online banking.

128 bit encryption means that the key used to encipher the message is 128 bits long. A key of this length is sufficient to prevent decipherment of the message by using randomly chosen keys. This encryption is considered sufficiently secure to be used for all purposes where secure communication is required.

How often do you back-up the data?

Ideally, your application hosting provider automatically backs up data as soon as it is entered to help prevent downtime. This is also referred to as “live mirroring of data.” Companies that have implemented storage area networks have automated data mirroring.

Is the data sent to an off-site location? If so, how often?

In the event of a disaster, such as a fire or earthquake, it is reassuring to know that your application hosting provider is sending the data to an off-site location. Ideally, the data is backed-up and sent to an off-site location at least once a day.

2) Up-time Guarantee

No company can promise 100% up-time guarantee, but you should make sure they can promise a 99% up-time guarantee.

3) Technical Support

One of the greatest advantages of application hosting is the ability to save on overhead costs by only using the IT resources that you need. For most companies, the application hosting provider then becomes your 24×7 on-demand IT support for a low monthly rate. Before you sign up with an application hosting provider, you should check to make sure IT support is up to par. Make sure to ask the following questions:

Is your IT Support Really 24×7?
Running a small business isn’t just a 9-5. It is important to make sure that the application hosting provider’s 24×7 help desk is available when you need it–even at 3am on a Saturday night when you have a work deadline.

Is your technical support located in the United States?

For some, there’s nothing more frustrating than trying to communicate a complicated IT issue to someone that doesn’t speak your native language. Many application hosting providers try to cut costs by outsourcing their IT support overseas, but many times, even though the monthly price may be slightly cheaper, you may regret it when you are trying to resolve an important technical issue.

4) Citrix vs. Terminal Servers

There are two popular technologies utilized to host applications: Citrix & Terminal Servers. Citrix is lauded as being the superior, though slightly more costly option due to several benefits including:

• Enhanced Citrix receivers for Macs – Seamless access to the server through the new Citrix receiver
• Universal Smartphone Support – Access from any smartphone including iPhone, BlackBerry, Windows Mobile, and Android
• App-V Integration – Citrix and Microsoft virtual applications can interact and share data seamlessly
• Expanded support of devices – USB access supports POS devices, webcams, microphones, scanners, digital cameras, and more
• Built for Windows Server 2008 – Improves speed and reliability of QuickBooks applications delivered through Xenapp 6.0.
• Self Service – Using Citrix product Dazzle, user can now subscribe to applications from their PC and MAC
• Multi-Language Support – Access can be customized to up to 8 different languages
• Supports 64 bit computing – Applications run faster with 64 bit computing versus 32 bit computing
• One-click access – the application runs on your computer as if it were installed on the actual machine

5) Citrix vs. Other Application Publishing

There are several new software providers recently introduced to compete with Citrix. These companies argue that most small businesses don’t need all the features Citrix offers–that it’s like buying a Mercedes when a Yugo will get you where you want to go. Yet, the majority of these companies are charging the same rate for the Yugo application delivery (non-Citrix technology) as the Mercedes (Citrix). When searching for an application hosting provider, make sure they offer Citrix hosting, the Mercedes of application hosting.

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