managerial Information System
daglaf
example_final_project.docFIGUEIREDO COMPANY 1
FIGUEIREDO COMPANY 22
Figueiredo Company
Keller Graduate Institute
Abstract
The current paper gives a critical outlook at Figueiredo Company, which deals with data storage. Over the years, the company has depended on traditional methods of storing data. However, the current project recommends application of cloud storage technique in data storage given that many risks of data loss associated with traditional methods. The paper explores numerous risks that result in data loss today and modern techniques that can be applied to ensure data safety. The paper recommends full application of cloud storage technique that is efficient, reliable and cheap. It guarantees total data safety as well as quick retrieval in case of data loss. To implement the service, the paper examines all technological as well as other resources that are required such as cloud storage software and various IT applications. The paper further outlines changes that would be unavoidable in terms of business processes and practices. Finally, the paper outlines a simple implementation plan, which can be employed by any company.
Keywords: Figueiredo Company, data storage, cloud storage technique, data loss, cloud storage
Table of Contents
2Abstract
15 Business Practices Used To Augment the Solution
17 Conclusion
21 References
22 Appendix
Company Background
Figueiredo Company is a data storage company that offers data storage services for different agencies located in New Orleans and Los Angeles. The company stores data in two ways. Firstly, data as well as other associated applications are housed in the company’s e-business hosting. Secondly, data and other associated applications are housed in a datum center within the customer’s premises. However, the company ensures that proper techniques are applied to ensure that the stored data is safe.
Regardless of whether data is stored by a customer or the company, the company applies a two-tiered delivery technique in monitoring stored data. The two-tiered delivery technique combines remote management and monitoring in providing data storage solutions (Koerner, 2010). The company uses three pillars in providing data storage services: Network Attached Storage, Storage Area Network and Tape Storage Technology.
The company has integrated services that allow customer’s engagement during data storage. The integrated services help in storing data either in backup management or disk capacity. The company has transitional processes which plan, deploy and design storage infrastructures (Koerner, 2010). The transition processes coordinate communication between customers and the company. There is a 24 hour communication system where customers can be guided on how to handle the provided storage devices. Additionally, the company has flexible mechanisms since customers’ storage needs keep on changing. There is also the problem management process, which is used to track all reported problems by customers.
Figueiredo Company provides data storage services in three main options. Firstly, there is Local Copy Service, which provides a point-in-time copy where data is copied to a logical volume within a subsystem. The feature is very essential in providing data backup in case of data loss. Secondly, there is Remote Copy Services where data is copied in two storage locations such that one location can be available when the other collapses. Thirdly, the company provides archiving services where standard backups are incorporated in traditional data versions. Finally, the company offers vaulting services where several copies of backup are made and stored in an offsite vault.
Business Problem Statement
The lack of time and resources for the information technology tasks can cause numerous headaches for the business. Currently, there has been increased need for faster access of company’s data remotely due to the nature of modern business. However, cloud storage technology adoption has lagged behind despite its enormous advantage to the development of business (Roebuck, 2011). Using traditional storage technologies, Data Storage Company has faced the daunting challenge of handling large amount of data from the client in a manner that enhances safety and ease of access (Mather, Kumaraswamy, & Latif, 2009). When disaster occurs, such as Hurricane Katrina, the company had to completely start all over again because all data backups were destroyed with water. As a result, the most appropriate and ever-cheapening option for backups is the cloud storage.
Data loss remains one of the most-pronounced nightmares for many companies. Data loss has been a common encounter by many companies that depend on traditional data storage methods. However, data security is considered to be the most-important aspect of any company’s success. The importance is attached to the fact that companies store most of the sensitive documents in data form. Sensitive documents such as financial records, contracts and other sensitive files are stored in the form of data. In this regard, it becomes essential for every company to have reliable means of data storage (Roebuck, 2011). In most cases, improperly stored data can get lost, deleted or damaged. Therefore, any company needs to have proper measures put in place, so as to prevent data loss. In case data loss occurs, proper measures must be taken to timely retrieve it.
For a long time, many companies have depended on traditional methods to store their data. Therefore, it is common to find people move all personal and company data in computer memory. Majority of these people tend to consider traditional methods to be completely safe. In most cases, hard disks are among the most commonly used traditional data storage techniques. In this respect, data stored on the hard disk can be misplaced, overwritten, accidentally deleted or maliciously altered by hackers (Roebuck, 2011). Therefore, it is obvious that the technology has greatly advanced over the recent years, and data storage companies have to adopt modern data storage techniques that are more advanced.
There are many occurrences that can make data inaccessible. These occurrences make it hard for companies to access stored data when needed. Data inaccessibility can be a result of data unavailability or data loss. When data loss occurs, data is no more accessible due to deletion or corruption. Data unavailability is experienced when data is unavailable, yet it is there. Data that is deleted can be retrieved when certain methods are applied (Roebuck, 2011). However, some lost data is hard to recover, regardless of the recovery method applied. Data loss or unavailability can be attributed to various factors.
The main factor that contributes to data loss is system or hardware malfunctions. Previous research has identified that two-fifth of data lost is due to this factor. System or hardware malfunction can be a result of a head crash, electrical failure and controller failure among others. Most systems and hardware are preserved in dusty and high-traffic locations (Koerner, 2010). There is also regular interruption of power supply that increases the chances of system or hardware failure.
Data loss can also result from human error. Substantial amount of data, in many companies, is lost by human error. In most cases, some people click format or delete button unknowingly resulting in data loss. In other instances, people accidentally drop data handling devices resulting in physical damages. However, the above situations can be prevented by storing data devices in low-traffic locations, proper handling of devices and being cautious when pressing certain buttons (Roebuck, 2011).
Additionally, data can be lost as a result of software corruption. Therefore, it is totally normal for the software to suddenly collapse and shut down without any definite reason. Software corruption can be caused by consuming too much memory or applying certain diagnostic tools. When there is software corruption, data that is not saved within the system can be lost. The sudden collapse of system can also interfere with other data that might be saved in system (Roebuck, 2011). Some files within the system get altered such that they cannot be opened under normal circumstances.
Moreover, data within the system can be lost due to computer malware and viruses. Most of the viruses corrupt files containing sensitive data. Some of them steal some vital information within a computer. In advanced instances, viruses spread across the entire system causing huge damage to data files. Most of the infected files do not open, and information stored in these files becomes useless. Most of the systems infected are, in most cases, not equipped with anti-virus software.
Finally, a significant amount of data is lost due to natural disasters. Natural disasters such as floods, fires, brownouts, tsunamis and earthquakes are also uncontrollable. Their occurrence may result in tremendous damages, including data loss. Most natural disasters completely destroy data storage devices containing sensitive data, and recovery efforts are mostly futile (Koerner, 2010). However, storage of data with cloud storage devices makes destroyed data easily recovered.
High Level Solution
Cloud storage technology enables a company to keep data backups in a completely remote location that permit ease of access from anywhere via internet. Cloud storage is safe and cheap alternative for storing backups in the company datacenter or an offsite location (Yuan, Yang, & Chen, 2013). Figueiredo Company will only be required to contract hosting sites to lease the amount of storage required by the company instead of spending a lot of time in dedicated servers.
Cloud storage is one of the most recent methods of storing data. It is not only preferred by large enterprises but also by small and medium businesses. About 14% of businesses in the world have adopted cloud storage options; in fact, 6% of them use it for disaster recovery (Yang & Jia, 2014). The cloud storage option is used in holding primary as well as near-line data. However, many organizations have troubles integrating cloud storage in data storage. Many people have numerous doubts regarding the cost and efficiency of the option. However, cloud storage has numerous positive aspects in terms of data storage and retrieval.
Cloud storage is termed as data storage that applies a network in data handling. Cloud storage can handle large volume of data. Additionally, all the stored data can be easily retrieved even after a system collapses (Yang & Jia, 2014). For example, Google Cloud Storage gives customers fast and reliable networking infrastructure in data operations. Data handling also proves to be cheap with cloud connectivity. Moreover, cloud storage provides simple and fast expansion of the available storage devices in cases of data increase.
Cloud storage depends on various building blocks. Firstly, all data collected is stored within a project. A single project consists of billing, APIs, monitoring and authentication settings. One organization can have either a single or multiple projects depending on the amount of data handled. Secondly, data is contained within a bucket (Richtel, 2013). The basic container is known as a bucket. It is the primary store for all data. It is also the main target during data recovery. In cloud storage, every datum that is stored must be confined in a bucket. In this respect, it makes it fast and simple to retrieve data even after data loss. It is also easy to control and regulate people who should access the data stored in a bucket. The unique aspect of cloud storage is the fact that buckets are the basic components of the project, but they cannot be shared among various projects. The aspect is essential in controlling data transfer by unlicensed hackers. Most importantly, a single project can contain an unlimited number of buckets. In this respect, a single project can accommodate large volumes of data that cannot be accommodated by other traditional data storage techniques (Richtel, 2013).
Finally, cloud storage makes use of objects. In this regard, data is not stored as a single mass of information but as individual pieces. An object defines every element of every single datum. There is no piece of data that contains similar objects. Therefore, it is easy to locate each piece of data within a storage device (Yang & Jia, 2014). Objects can either be in the form of object metadata or object data. The object data is a single file that is stored within the cloud storage device. The object metadata contains qualities of a particular object. Objects are central components of buckets. However, objects within one bucket cannot be transferred to another bucket. Therefore, it is hard for information to be maliciously transferred or stolen from the storage site.
Cloud storage has high scalability and capacity. It can accommodate large files up to terabytes as well as many buckets at a time. With cloud storage, data consistency is strong too. There is solid read-after-write steadiness for all delete and upload operations. Once the data file is uploaded, it is easy to delete it, download it or access its metadata. The upload operations are atomic thus it gives reliable availability of data (Mather, Kumaraswamy, & Latif, 2009). Uploaded files become available after the upload is complete, and uploaded files can only be accessed in uncorrupted states. With cloud storage, projects can be consoled. One can easily handle billing, work with APIs, add members as well manage authentication at the same time. Moreover, one can choose the geographical location for all buckets. Finally, one can specify the location where buckets can be accessed.
General Benefits
Figueiredo Company will benefit from the solution because it will reduce the cost associated with maintenance, purchasing supporting servers since they will be handled by hosting company (Richtel, 2013). Moreover, the technology will cost the cost since the company IT expert will focus on optimizing the company rather than maintaining backups. The technology will further provide a company’s client with ease access to the data though cheaper, efficient and inexpensive means (Yang & Jia, 2014).
Cloud storage enables file versioning. In this regard, it is simple to edit any file that has been stored in any location. Once a person is editing, old files are not overwritten. However, the application can save multiple files, one as edited and the other as the original. The feature provides a great advantage to business people who may require retrieving a file that had been overwritten. However, only selected files can be saved while those that are not wanted are disposed. Some versions of retained files can, however, are disposed of after a certain specified period (Vengurlekar & Bagal, 2013). The main advantage with this feature is the fact that it is easy to retrieve a deleted file. Every cloud storage device has an automated application that deletes unwanted files after a specified period. However, an edited file cannot be lost even after a data loss.
Cloud storage is also equipped with an automatic sync. The feature ensures that all editing reflects on the document in real time. In short, the program ensures timely update of files following an edit. Therefore, all files are synced so that updates can be initiated on stored files in real time. It, therefore, implies that files will be automatically updated even after one has forgotten to save changes made on the original document (Yuan, Yang, & Chen, 2013). In addition, cloud storage services allow users to schedule their data storage such that data can be transferred to an external backup after a specified period.
Cloud storage services are also equipped with collaboration tools. Top-notch tools are essential when one wants to edit or share files with someone else. Cloud storage ensures that files can only be shared by an authorized user. In addition, one can monitor and regulate files that are to be shared. The service allows simple sharing though emails or direct links. Moreover, the service keeps a record of all shared files, and passwords cannot be altered or hacked (Mather, Kumaraswamy, & Latif, 2009). The feature, therefore, discourages unauthorized file sharing. In this regard, it is quite hard for data to be stolen from the storage center.
Moreover, cloud storage services allow users to edit and view files within the cloud. In most cases, many companies transfer documents from one device to the other in order to enable editing and viewing. However, cloud storage allows many authorized people to view and edit a single document without transferring it to individual devices. In this respect, it saves time spent on files transfer among various devices. Files saved within the cloud can be accessed and edited by different people through the use of computer, tablet or Smartphone. However, the cloud only allows authorized individuals to view files. In a meeting, various people can view a single document as saved in the cloud (Richtel, 2013). Most importantly, files do not have to be downloaded to enable viewing and editing.
Cloud storage services also allow file and security encryption. Taking your business to the cloud requires maximum security. Therefore, proper features are integrated with cloud storage services to ensure that privacy and security is not compromised. With cloud storage services, every datum is properly encrypted before leaving the servers. The cloud also allows data owners to have their own encryption key so that data is accessed only with the total approval of an owner. In addition, the storage provides reliable passwords that regulate access by employees (Vengurlekar & Bagal, 2013). Finally, the software allows one to set different levels of data access by employees.
Cloud storage services also ensure flexibility in storage capacity as well as affordable prices. The main issue in data storage is uniqueness for every business. Therefore, every business enterprise has unique data amounts, which require unique storage techniques. Cloud storage services cater for both large scale and small scale enterprises. In most cases, storage services depend on data size in determining the price to be charged. However, cloud storage offers unlimited data storage at a fixed price. Cloud storage services can expand and accommodate more data contained by a business as it expands.
Finally, cloud storage services provide a reliable technical support. In this regard, the service is keen to addresses all technical difficulties encountered by many firms in terms of data storage. The service has a reliable technical team that assists clients to access data in case of a technical challenge. It has an email support as well as phone and text chat services, which timely respond to all technical issues (Yang & Jia, 2014). In this regard, it is hard for data to be unavailable due to troubleshooting problems.
Technical Approach
In a technical perspective, basic system architecture must be put in place for the service to be effective. Firstly, Figueiredo Company must acquire a Centralized Storage Server, which will act as the central control unit. All other servers will originate from the central one. In addition, the company will have to get a reliable software client. Cloud storage services depend on cloud software that is found in the IT field from various clients. Therefore, the company must get a client who will be ready to provide the cloud software and also provide regular technical assistance when required (Vengurlekar & Bagal, 2013). Moreover, Figueiredo Company will have to get a Web Based Portal. As earlier noted, cloud storage service depends on the internet connection in the storage of data. In this regard, a reliable web-based portal will be of great use.
A storage management server will also be required so as to regulate data upload, access and download. The storage management regulates all data that is uploaded into the cloud by many clients. Additionally, the company will require a User Authentication Server, which will regulate data access by both clients and workers (Bureau of National Affairs, 1989). Authentication server is essential in regulating data access through the use of passwords. Finally, Figueiredo Company will require a Network Management Server, which will be significant in making connections between the company and clients. In this regard, clients can upload, edit or download files without making any physical travels to the company (Richtel, 2013).
Business Process Changes
Implementation of the cloud storage in Figueiredo Company would bring in many changes. To begin with, all data stored by the company for clients will be stored in the cloud. In this respect, the company will save a lot of money that was earlier used to store data through traditional means. The data will also be safe and easily retrieved even after natural disasters and human errors that result to data loss (Roebuck, 2011). There will also be increased efficiency in terms of data handling by clients. Clients can access the data within the cloud without having it transferred to other devices. In addition, all data updates will automatically reflect in the original data. Therefore, all clients can manage their data while stored by the company.
The other expected change is uncertainties that come with new technology. It is expected that workers will have some problems adopting the new technology. In addition, some errors may be encountered while employees get used to the service. Moreover, it would be hard to coordinate communication between the company and clients. To some great extent, the business will have to train clients on how the technology works. However, normal operations will resume as both clients and the company staff get used to the cloud storage service.
There is likelihood that functions of the staff will shift. With the old data storage methods, the roles of staff were to collect, store and avail data to clients when required. However, cloud storage service turns the staff to be data managers. Their central duty is to make sure that all systems run smoothly, and clients’ complaints are handled on time. There is likelihood that the organization will require fewer workers (Roebuck, 2011). Cloud storage service requires only a few technical staff to manage the system.
The central roles of the company are also likely to change too with the application of new technology. Workers’ duties would include identifying all business processes and information that should be stored in the cloud storage services. Workers would also spend time assessing the impact of storing such information in the cloud service. Therefore, Figueiredo Company must have to put in place all the necessary architecture that will help in making all the above analysis.
Adoption of new technology requires approval and adherence to a new policy and legislative obligation. Therefore, Figueiredo Company must device new policies and legislation that will guide its business practices, as well as its relationship with clients. Policies and legislative obligations will be essential in managing information across all stages of the information cycle (Roebuck, 2011). Besides the internal policies and regulations, Figueiredo Company will also have to align its new services with the existing national and international regulations regarding cloud storage services. In most cases, the company will have to adopt information security management as a core principle of its services. Finally, the company will also have numerous challenges regarding thorough assessment of impacts that result from loss of the compromise or disruption of access to all the stored information.
Business Practices Used to Augment the Solution
Full implementation of cloud storage services will require the company to adopt new business practices so as to facilitate its application. Firstly, the company will have to conduct a comprehensive business analysis so as to ascertain areas that will be affected by the technology. The new technology must be in a position to meet all the needs of the previous customers and provide efficient benefits when compared to the traditional data storage methods. In addition, the service will have to be implemented in a manner that it protects agency, as well as client information (Kapadia, Varma, & Rajana, 2014). Finally, the service will have to integrate with existing systems and processes.
Secondly, Figueiredo Company will have to construct a business model. The business model will be essential in determining resource and performance requirements, risk treatment measures as well as cost estimation. The business model is also vital in outlining how the company would respond to cloud service cancellation or disruption as well business continuity (Kapadia, Varma, & Rajana, 2014). The model should have all estimated costs that would be incurred for the project to be fully implemented.
Prior to its application, Figueiredo Company has to use a business model to conduct risk and threat assessment (TRA). The risk assessment process should follow all outlined provisions and guidelines. Proper risk assessment would be vital in determining treatment strategies. Therefore, Figueiredo Company will have to undertake risk assessment in areas such as financial, compliance, organizational, external, integration and business continuity among others.
The company will also apply the business model to capture all the requirements. In this respect, the organization will have to determine the ones that are mandatory and the ones that are desirable. Therefore, it will be advisable for the company to apply a standard practice description so as to capture all requirements that are mandatory in cloud storage services. Firstly, the company will have to define all functional requirements (Kapadia, Varma, & Rajana, 2014). These requirements will depend on the cloud model chosen by the company such as IaaS, Paas or Saas. In addition, the company must outline all the standard requirements. To be efficient, the company will have to adopt all the industry-recognized standards since cloud storage service is a new technology. Finally, Figueiredo Company must determine the performance requirements from a client’s perspective. In this regard, all factors that make the service more efficient are outlined.
Moreover, the company cannot progress without assessing manageability of a new service. In this regard, the company may consider applying self-service or on-demand provisioning of the service to clients. Therefore, it is very crucial for the organization to assess requirements for format, frequency and delivery of reports. It must also assess requirements to manage faults such as check on faults, availability of support staff and reporting channels. The most important aspect in the data storage business is security. Therefore, it is crucial for the Figueiredo Company to determine the level of security that would be required while integrating cloud storage services (Kapadia, Varma, & Rajana, 2014). Finally, the company will have to assess the compliance requirements. Every business sector has regulatory as well as legislative obligations that every company must meet before venturing in specific services. They are mainly the certification requirements for businesses.
Conclusion
With the modern IT advancements, it is quite crucial for companies to have comprehensive data storage systems. Over the years, companies have encountered huge losses due to data loss. In most cases, data loss can occur due to system failure, catastrophes or human error. However, the problem can be permanently handled through application of cloud storage services. Cloud storage services make it easy for data to be uploaded, edited and retrieved at any time by multiple users. In addition, the service makes it easy for data to be retrieved even after it has been deleted by mistake. Application of cloud storage services requires acquisition of advanced web and internet servers. Many businesses that have adopted the cloud storage service experience a shift in work organization as well as the roles played by staff. However, successful application of cloud storage services requires proper analysis within the business such as risk assessment, cost estimation and performance requirements among others. Proper business practices must also be adopted for proper implementation of the service.
Recommendations
Figueiredo Company should promptly shift its data storage to cloud storage services. Its implementation should be followed by regular monitoring of service levels and performance. The company should also initiate mechanisms of responding to service disruptions. In addition, it must regularly analyze, prioritize, coordinate and update system configurations. Moreover, the company should always manage all documentations regarding system configurations. Outages and planned upgrades must be effectively coordinated, and all invoices against services rendered should be properly reconciled. The company should finally conduct a comprehensive training to both staff and clients.
Implementation Plan
|
Activity |
Who |
Time Taken |
Remarks |
|
Preparatory work- mainly on infrastructure |
Company staff External technician |
3 months |
Involves basic preparatory practices |
|
Performing Risk Assessment |
Company staff External experts |
1 month |
Thorough assessment of all possible risks |
|
Security Assessment |
Company staff External experts |
1 month |
Assessment of all security issues |
|
Updating Business Continuity Plans |
The management |
2 weeks |
Preparing the firm for the new technology |
|
Preparing an End of Life Plan |
Management Software provider |
2 weeks |
Outlining how transition will take place after the software provider exits |
|
Updating architectural artifacts |
Management Company staff |
1 month |
Adopting the necessary technology |
|
Performing acceptance Testing |
Staff Clients |
1 month |
Pilot testing on acceptability |
|
Managing organizational change and business transition |
Management Clients Staff |
On-going process |
Adapting to the new system |
Project Summary
Figueiredo Company is a data storage company that focuses on offering data storage services for different agencies located in New Orleans and Los Angeles. Over the years, the company has depended on traditional data storage methods which very unreliable. The current project seeks to address one of the main issues in the data storage industry. It seeks to provide alternative methods of data storage which can minimize data loss. In this regard, the paper proposes application of cloud storage services. Cloud storage applies techniques that make data upload, editing and retrieval quite easy and dependable. The application provides optimum data security by allowing file and security encryption. In technical terms, application of cloud storage service requires internet connection, cloud software, web-based portal and storage management server. Adopting cloud storage services will also demand numerous changes in the company’s business processes. Such changes would include shift in roles, change in company-client relationship, as well as change in regulations and in the overall roles of the company. For full and successful adoption of the service, Figueiredo Company will have to initiate numerous business practices. Such practices include conducting business analysis, constructing a business model, managing risk and threat assessment and determining requirements among others. Therefore, modern IT advancement calls for immediate application of cloud storage so as to ensure data safety.
References
Bureau of National Affairs (Arlington, Va.). (1989). Computer data security: A practical and legal guide to liability, loss prevention, and criminal & civil remedies. Washington, D.C: Bureau of National Affairs.
Kapadia, A., Varma, S., & Rajana, K. (2014). Implementing cloud storage with OpenStack swift. Birmingham, UK: Packt Publishing.
Koerner, B. (2010). Data loss prevention. S.l.: Syngress.
Mather, T., Kumaraswamy, S., & Latif, S. (2009). Cloud security and privacy. Beijing: O’Reilly.
Parker, P. M. (2008). The 2009-2014 world outlook for information data loss prevention (DLP) appliances. San Diego, Calif.: Icon Group International.
Richtel, M. (2013). The cloud. New York, NY: Harper.
Roebuck, K. (2011). Data Loss Prevention (DLP): High-impact strategies - what you need to know: Definitions, adoptions, impact, benefits, maturity, vendors. Dayboro: Emereo Pub.
Vengurlekar, N., & Bagal, P. (2013). Database cloud storage: The essential guide to Oracle automatic storage management. New York, NY: McGraw-Hill Education.
Yang, K., & Jia, X. (2014). Security for cloud storage systems. New York, NY: Springer-Verlag.
Yuan, D., Yang, Y., & Chen, J. (2013). Computation and storage in the cloud: Understanding the trade-offs. Chennai: Elsevier.
Appendix
Sample Cloud Storage Connection
