Google Apps, Should a Company Switch? Just

Google Apps, Should a Company Switch?

Just about every business in existence must use some sort of system of programs for communication and productivity, usually referred to as "office suites." Companies, large and small, use computers for just about every aspect of their business from customer service, to records and billing, and payroll, ordering and supplies, and others. One of the most wide spread office suites in use is Microsoft Office, and includes programs to create and transfer documents, text files, spreadsheets, and presentations; as well as a series of communication tools like email, video communication, web page design, and other such things. But in the past, any program that would allow a user to create such things needed to be PC based, in other words, the user had to purchase software and install it on their computer to use the programs. These programs were usually very expensive as well. Over the past few years, Google has been developing a collection of programs that will do what these other programs offer, and more, for a fraction of the price. Called "Google Apps," it is a web-based system of programs that can be access from any internet connection point, and does not require any programs to be loaded onto the user's computer. While this grants the users new and exciting capabilities, it also opens the user up to new types of problems. Web-based systems have been criticized for their security, storage capabilities, but most importantly because internet disruptions can cut off access to the programs. While Google Apps is a good set of programs with many benefits, it liabilities and potential problems currently outweigh the necessity to purchase the Premium Edition of Google Apps at this time.

A recent article by Educause, a leading nonprofit association whose mission is to advance higher education through the use of information technology, described Google Apps as "a collection of web-based programs and file storage that run in a web browser, without requiring users to buy or install software." (Educause) The programs that Google Apps offers include what Google calls their "communication tools;" which contain a version of email, called "Gmail," as well as a voice communication and messaging system called "Google Talk," and a personal daybook and appointment book system called "Google Calendar." Google's productivity tools that are offered through Google Apps are encompassed in what the company refers to as "Google Docs." These programs include a word processor that can create text files, spreadsheets, and presentations, and can be considered to be the capability equivalent of Microsoft Word. Google Apps also allows for each user to create their own customizable start page, called iGoogle, which can be accesses from anywhere. Besides these features, users can design and create their own web pages with the "Google Sites" tool that is offered.

Google offers all these tools to users for free, in what they formerly called the Standard Edition but now simply call "Google Apps," but there is a catch, they only offer a basic version as well as a limited amount of storage space, 10GB to the non-paying user, and . However, a user can upgrade to a Premium Edition, now called "Google Apps for Business," which provides 25 GB of data storage. While the Premium upgrade cost the user $50 per year, it does provide for some extra services. For instance, the Standard Edition only allows for a maximum of 10 users within the same domain; this means that if a person needs to collaborate with others on a project, they can only do so with up to 10 other people, no more. The Premium Edition offers unlimited access, so any number of coworkers can access, and edit, the document, as well as also offering a number of extra tools not found on the Standard Edition. These include integrated Postini security, compliance, policy management, and message recovery services, conference room services for web conferences, 24/7 phone support, and Google Video, a Google version of YouTube. And while the Standard version is limited to sending email to no more than 1000 external recipients, the Premium Edition allows for more than 2000.

Google also offers a free edition to schools, colleges, universities, and accredited not-for-profit entities, called "Google Apps for Education." This edition is virtually the same as the Premium Edition, except that there is no cost involved to the institutions, and it only offers 10GB storage space for individual Gmail accounts. The system also allows for advertisements, but not for students or administrators, and can be utilized by as many students and faculty as the school or institution can muster.

Google Apps communication tools, Gmail, Google Talk, and Google Calendar may be similar to other tools offered by other companies, but there are also some differences. Gmail is a free email service that can be accessed as secure web mail, but also through IMAP and POP3 protocols as well. The Standard Edition, "Google Apps," as well as the "Google Apps of Education" Edition, offers only 10GB of storage per user, but this can be upgraded to 25GB if one will pay the $50 per year charge of upgrading to the Premium "Google Apps for Business." However these are still some serious problems with the system: first of all it is an advertising support system, meaning users will be exposed to unwanted advertisements. Also, Google's own forum entitled "Gmail Known Issues," currently details 9 problems users have with logging in, 3 chat and contacts issues, 13 issues composing and reading mail, 4 problems with POP and IMAP compatibility, and 3 issues with the social networking tool known as "Google Buzz" ("Gmail Known Issues") Google's communication tools are far from perfect, and the number of problems Google is currently working on displays a system that is still being polished.

Google Talk is a "Voice over Internet Protocol" (VoIP) that allows users to talk to each other through their computers. In other words, this tool can provide free long-distance communication through the use of PC to PC calls. It can also provide for conference calls, as well as voice mail and messaging, Gmail access and chats, instant messages, and file transfers. (Google Talk-About) It can also be accessed through many current wireless communication devices like blackberries and others and provides one of the potential cost saving measures Google Apps could eventually provide.

The last tool in the list of Google Communication tools is the Google Calendar. This is a personal appointment and schedule application that can also share your schedule with others, access your schedule from anywhere, send invitations and track RSVP's, "sync in" with your desktop applications, and even if your internet service is interrupted, this provides a "read-only" version of your schedule anytime. (7 Reasons) This is about the only feature of the entire system that can be accessed during an internet outage.

If one becomes a subscriber to Google Apps then they will get to personalize their own homepage, the page where you go after signing in. This page can be designed for each users individual needs with a number of gadgets that will allow the user to view Gmail messages, check headlines from Google News or other news sources, find stock quotes, weather forecasts, and movie information. Whatever the needs of the user, the homepage can be designed for it. And if a user wishes to create their own wiki or web page, Google Apps has a tool for that as well. Google Sites can create almost anything a user wants, there are dozens of templates to start from or a user can create their own from scratch, but users are forced to upgrade to the Premier "Google Apps for Business" if they want more than just 10GB of storage. And is they still want more storage space, users can purchase as much as necessary in 5GB units. Google Sites application will also allow a business to manage Google site sharing across your business, as well as easily publish Google Sites within your company. (Google Sites)

Google Apps has some very good tools and services which offer the user a wide range of capabilities. As a result there are some very good reasons why a company may want to switch to Google's web-based office suite, known as "Google Apps for Business." First of all there are cost factors, a full version of Microsoft Office Professional 2007, a system comparable to Google Apps for Business, will cost approximately $500. There are also costs for IT support as well. Google Apps for Business is only $50 per year, and it would take ten years to equal the cost of Microsoft Office. And is there anyone who thinks that Microsoft Office Professional 2007 will still be an up-to-date and usable system in ten years? Of course not, and as new applications and technology come along, Google Apps for Business will be able to better adapt to them, while Microsoft users will need to download updates, or purchase another $500, or more, version. Businesses who switch over to Google will not only see an immediate drop in costs, but will also see a drop in overall IT support costs since Google Apps provides 24/7 support. And while there may be some initial costs involved in retraining staff to use the Google Apps system, Google provides interactive training in the use of their system.

Another reason to use Google Apps for Business is their ability to store data at a centralized location. This is a very useful application as it means that documents created using Google Apps are available to be accessed from anywhere. It also allows for any one of a group of people to access the document, make changes, and post the new version for anyone else to access. This feature is great for businesses that use remote, or work from home employees, as it literally allows for all of them to be able to access the newest version of the same document. This type of computing environment, called the "cloud" "allows resources to be shared and utilized by many customers while also offering security benefits." (Security Whitepaper)

Security of information is an important aspect of any business' IT system, and Google boasts that they have one of the top security systems in existence. Google's security policies cover "physical, account, data, corporate services, network and computer systems, application services, systems services, change management, incident response, and data center security." (Security Whitepaper) In addition to these measures, Google Apps provides additional security options that are customer specific, a feature that can be personalized by a customer's domain administrators. It also offers a single sign on service, password length and strength indicators, secure browser connections using the Hypertext Transfer Protocol Secure (HTTPS), and the ability to set the security between specific domains at the same company. All of which add up to Google being able to claim that their system is as secure as any PC-based one.

The beauty of web-based applications is that they are accessible from any computer with internet access, anywhere in the world. This means that each individual employee has access to business applications 24/7, and can do work at any time or any place, even on their personal, at home computers. In other words, web-based applications can increase worker productivity by allowing employees to access work documents at any time. Another advantage of Google Apps being web-based is that every single employee has access to the same applications without having the expense involved in purchasing and installing corporate software on each company computer. Google Apps will also allow any company to be free of Microsoft's constant upgrade cycle, which is sluggish to say the least, as well as the confusing and restrictive licensing requirements; some of which do not allow for employees to use company programs on their private, at home computers.

While Google Apps may seem like a service a business would want to use, it does have some problems, first and foremost is the issue of privacy. Companies using Google Apps will be forced to trust Google with their companies most trusted secrets. For instance, sensitive intellectual property that is being developed would be vulnerable to hacking, as would important financial documents and even customer data. Companies like their privacy, especially internal memos that must contain internal company secrets that may be embarrassing or even detrimental to the company. No company would like to see their secret memos or financial documents on display for all to see. And can Google ensure that a company's information will not be accessed by the government (IRS, Courts, etc.)? With a PC-based system, documents can be destroyed if necessary, but with a web-based one those documents may be in existence for longer than the company wanted. And even if company's executives are convinced that Google Apps' security measures appropriately secure the company secrets, what about the customer's opinion on the storage of their information? Company executives may trust Google, but customers may not, and there is the possibility that a company can lose clients due to a lack of faith in web-based programs. And if, by chance, a company is hacked through their Google Apps, how can Google recreate the trust a client has lost in that company? Will a client come back to a company because it was Google's fault? No business can possible take such a chance without researching their customer's feeling on the subject.

Certain industries are bound by regulations concerning storage, transfer and privacy of data; including financial institutions, health care industries, and others. And while Google Apps asserts that all of its Apps data is stored redundantly in multiple data centers, whether or not the industries that have regulations concerning IT storage will stop using PC-based programs like Microsoft Office is doubtful. Microsoft Office, for example, is a time-honored system that has been proven to act in accordance with these regulations.

But if a company falls into a category that has certain regulations concerning their storage, transfer and privacy of data, then there is no guarantee that their Google Apps will conform to those regulations. Contrary to Google's claims, Google Apps for Government is not certified under the Federal Information Security Management Act (FISMA). Department of Justice documents released in April of 2011, "confirm that Google, in fact did not have FISMA certification on the software." (Kaiser) Despite assertions by Google, the facts are plain to see, Google Apps simply is not certified under FISMA, and if it not secure enough for the federal government, then it is not secure enough for a private company.

It is true that Google Apps is constantly expanding its capabilities and storage capacity, there are still some limits in Google Apps which make it ill-suited for use. First off, a user may only send a message to 500 people at a time, and if you use a POP or IMAP client, a user can only send a message to 100 people at a time. If a user attempts to send messages to more than 500 recipients, Google may temporarily disable the account.

Another limit Google places on users is a limit on the message and attachment size. Gmail will only process messages up to 25 MB in size, and includes the sum of the message's text and the encoded attachment. (Tschabitscher) Google also only offers 25GB of storage to the users of Google Apps for Business, and then charges for more storage space in 5GB intervals.

But the greatest liability to the Google Apps system is located in its very nature; it is a web-based system. And while this does provide some advantages, as mentioned previously, a web-based system is accessible only where internet service is available. This means that a person who does not have access to the internet, would not have access to their Google Apps. Business travelers often enter areas that have no internet service, and not all airlines offer access to the internet. If a user has a PC-based system, like Microsoft Office, it can be accessed at any time, whether there is internet service available or not. In the event of a power outage, or some other interruption in internet service, then Google Apps cannot be accessed. This means a company may be stuck for hours with no access to their client list, no way to access documents, send memos, contact employees, or ways to accomplish other basic company operations.