• This is docSAFE

    docSAFE is the clever way to work. For anyone working with a client base – those in the professions, creatives – in fact, just about any kind of business – you’ll wonder how you managed without it before. It’s contemporary and innovative but surprisingly simple. docSAFE is a client portal – an online office with lots of functionality and clever stuff.

  • In the Cloud

    Working in the cloud is a concept. You are simply accessing a portal online and giving your clients secure access to do the same. In the portal you can store and work on documents, exchange information, collaborate, sign things off online – all in highly secure, backed up environment. It works across all your devices and even has its own mobile app.

A sign of things to come…

Think about the number of things in your business day that need a signature. It is certainly a whole heap of admin that you can avoid by introducing electronic signatures across all of your operations.  There are so many benefits, here are just a few…
  • Fewer unnecessary meetings – save those for when you can make the time really meaningful
  • Less paper to store, photocopy and post – throw out those bulky filing cabinets
  • Tracking and following up missing signatures becomes a thing of the past – online signing gives you far greater control
  • Relegate your fax machine to the store cupboard (or, even better, the bin)
  • Oh the speed! Get signatures turned around immediately
  • Online signing can happen anywhere, from any device – remove excuses for delays
  • Online signatures are legally binding – a key point
  • Gain a business advantage by looking ultra professional and making doing business easier
These benefits make your decision simple. If you need further persuasion, why not consider the following uses? 1. Seal the deal – sales contracts For many businesses, signing sales contracts of every kind are key. By signing online you can move quickly and efficiently, ensuring your transactions are complete. This applies to property increasingly – if you have bought or sold property recently, just think of the time savings! 2. Trade agreements Finalise agreements easily. Agree terms with suppliers and distributors and ensure everything is locked down quickly. 3. Customer agreements Have key signatures in place when you sign up new accounts, set credit limits and upload client data – some of the many functions of signing up a new client. 4. Sign offs and approval Customer orders, meeting minutes, authorising changes – there are any number of reasons you might want to get a speedy online signature in order to proceed with a project or order. If your business is project-based in any way, facilitating authorisation is important. Often, changes or updates need to happen quickly and sometimes with the agreement of more than one party. Use docSAFE’s signing facility for this. You then have a copy of a legally-binding, signed document – safely stored for future use, if required. 5. HR heaven All of the paperwork involved with recruitment is easily managed with online signatures – from the initial applications to tax forms and pension arrangements, expenses and salary payments – online signing accelerates the process, stores copies of everything and ensures you are completely compliant. 6. Keep it legal  docSAFE electronic signatures are legally-binding throughout Europe and other countries (ask for details). 7. NDAs Non-disclosure agreements make the word go round in our ever-increasing litigious society. For employees, suppliers and other business parties, make sure all your NDAs are signed, up to date and safely stored. Ultimately, docSAFE online signatures make your business day more efficient, increase the speed of every transaction, are completely legal and safely store everything should you need to refer to it at any point. Life-changing!

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Why 2 factor authentication is something you need to know about

Why 2 factor authentication is something you need to know about It sounds a bit of a mouthful but in IT security terms, it is beautifully simple. For years now we have come to expect online access to anything containing our personal details to include an email address and password. That is standard but, if you think about it, woefully inadequate in terms of security. We are quite vulnerable if we tend to use the same email and, despite knowing better, the same or similar passwords for everything we log into (how else are we expected to remember?). Well, enter “2 factor authentication” to solve all. We have been working hard to get ahead of the game in terms of security – on every level. So, for access to docSAFE, our professional client portal, you log in using your email address BUT then, a unique PIN is sent to your mobile phone. No need for passwords and highly unlikely that a hacker would have your mobile phone. 2 factor authentication – a complicated name for a simple, beautiful thing.

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Cloud services for banks are now a possibility

Cloud Services for Banks are now a Possibility
Until now cloud computing services have not been an option for banks and other financial institutions. In fact they don’t really use email and other digital communications to a great extent. Across the many business sectors, banking clearly lags behind the others in terms of adoption of cloud service.
There are several factors that hamper the adoption of cloud computing in banking, aside from security concerns. Vendors are deterred by the demanding requirements by the banking sector that cover management, security and regulations.
However, Software as a Service (SaaS) or cloud application is fast evolving to close the gap on meeting such requirements. Cloud applications are well on the way to becoming part of banking technology. Vertical SaaS that is, cloud application specific to the financial sector is a highly viable model to address the concerns of financial sectors. Banking-specific cloud applications prove to have control, transparency and security coterminous with on-premise applications.
The adoption of SaaS is even speculated to have increased by 21.7% in 2016 according to Gartner. As cloud technology continues to grow in innovation and adoption across fields, more and more sectors are expected to benefit from it.
Related Article: Small Business can also Benefit from Cloud and Client Portal
Do you find this article informative? Learn more how docSAFE, the leading cloud storage provider, help you be more productive?

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Buyer’s guide to cloud collaboration tools

Buyer's guide to cloud collaboration tools
The cloud is the future of doing business. Service-based professionals such as accountants, creatives, architects and lawyers can all leverage the plentiful benefits of working in the cloud. Because there are a lot of options available in the market, we hope this comprehensive buyer’s guide to choosing the best cloud collaboration tools for your business helps.

User-friendly and intuitive features

Go for something with easy-to-use features that people can use intuitively. Don’t over-complicate the introduction of cloud working by choosing anything that needs a lot of brain-work. The whole point of choosing to work in the cloud is to make life easier!

Document sharing

Cloud collaboration tools allow users to work on a shared document in real-time. Ideally, choose someone to manage this who has  version and access control. Version control allows you to manage changes made on a document e.g see previous changes or restore to a particular version. Access control enables you to manage the accessibility of the file e.g control who can view or edit a file.

Security

You should consider security of paramount concern when choosing cloud collaboration tools. Look for one that is compliant with the industry regulations and employs the latest security standards like multi-factor authentication (MFA). With MFA, users need to log in to their account to access a document. But not only that, they are also required to enter a PIN code that is sent to their mobile phones for verification. Check out how it works.

Mobile functionality

Mobility is one thing that cuts cloud services above the rest. It enables you to access files anywhere, anytime as long as you have internet access. For the ultimate in increased productivity and convenience, choose a cloud provider who has mobility at the top of their agenda.

Electronic signing

Electronic signing is a more rare feature that should be in your list of cloud collaboration tools – especially for professionals in the financial and legal sectors. This feature enables users to authorise a document online by attaching an electronic signature – a real time-saver! Save face-to-face meeting time for the occasions when you can focus on the client and not their paperwork.

Technical support

Resellers are intermediary providers that purchase cloud computing services from actual developers. They are not always 100% capable of ensuring the quality and security of a collaboration tool that they are selling. Therefore we strongly recommend that you work directly with the owners or developers of the cloud collaboration tools you are looking to use.
Compared to other cloud collaboration tool providers, docSAFE offers products that sit on their own servers, created by their own real developers and have reliable technical support from real people!
Ask how docSAFE can help you. Contact Mike and his team on 0121 794 0685 or email team@doc-safe.co.uk. Click here to arrange a meeting.

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Why lawyers should use cloud services

Why lawyers should use cloud services
 Increasingly, and interestingly, organisations across the globe are adopting cloud services to replace old and traditional business processes. The year 2017 is expected to witness a great cloud migration and by 2020 it is expected that most working processes (92%) will take place in the cloud. Lawyers have every reason to join this migration.
Compared to using software traditionally – accessed via applications that reside on your computer – cloud services prove to be superior in every respect. By using software in the cloud, you’ll enjoy greater mobility (everywhere/real-time access), greater scalability and cost-effectiveness. What’s more, your software is always bang up to date – so no more upgrades or falling behind on versions of software you are using. This is because the software sits in the cloud and you access it from wherever you are, on any device, at a significantly lower cost than buying it outright. And… no more shelves full of dusty boxes containing outdated CDs!
That’s why more and more lawyers are switching to the cloud. In 2015, the American Bar estimated that 1 out of 3 lawyers were using the cloud in their practice. This percentage is set to more than double in 2017.
In an interview by Above the Law, Steven Ayr boasted of having a paperless law firm, saying: “For a firm like ours that’s growing quickly, [working in the cloud] is scalable and takes out a lot of our management costs since we don’t have to worry about having an in-house IT department.”

Cloud-based law firms are more appealing to clients

Steven Ayr further noted that clients tend to prefer working with them as they offer this level of technology. This is unsurprisingly as clients increasingly prefer online transactions and communications for their speed and to suit the way they work themselves – no one wants to rely on the postman for important documents and information to arrive.
Among the many cloud services available, there are 2 types that stand out as most useful to the legal team:
File and client management Sending and receiving documents via the postal system is too slow (if there’s an error in the information you eventually receive, the prospect of correcting it and posting back is extremely painful!) and email notoriously is not secure (how often have you received an email intended for someone else?). With cloud storage and management tools, clients and their lawyers can access important files anytime and from anywhere in the world. Users just have to scan and upload the documents to the cloud and anyone who has authorised access can view or edit the document. This can be done from all types of computer including using mobile devices and smartphones.
Electronic signature This useful tool is one of the most useful. It enables users to authorise a document by attaching an electronic signature to it. It saves time and money as it cancels the need for sending documents back and forth just to get documents signed. Just think of the number of documents a legal team has to have signed throughout the lifetime of any single project – this tool saves hours!

How docSAFE can help you

Docsafe offers cloud-based collaboration services tailored for the needs of anyone working in the legal sector. It offers the safest way to communicate sensitive documents with multiple layers of encryption to ensure there are no data leaks. Also, it has a legally compliant electronic signature tool with a full audit trail so you can be sure your authorisation will not be compromised.
Ask us how doc-SAFE can provide the cloud solution your firm needs: www.doc-safe.co.uk.

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Cisco forecast that nearly all workloads will be in the cloud by 2020

Cisco forecast that nearly all workloads will be in the cloud by 2020
Cisco revealed in its Global Cloud Index that 92% of all workloads will be in the cloud by 2020 and the rest will be processed in traditional data centres. This means that the workload density in the cloud will more than triple from 7.3 in 2015 to 11.9 in 2020. Within the enterprise segment compute and collaboration are the top contributor to workload totals while more predictably for consumers, video streaming and social networking are the two main contributors.
By 2020, the global cloud traffic will peak at an impressive 14.1 zettabytes per year, from a meagre 3.9 in 2015. This is due to a greater degree in data centre virtualisation that gives impetus to the growth of cloud migration. One important feature in this migration is the the increasing popularity of public over private cloud.
Cost effectiveness and the improvement of public cloud security are some of the reasons why enterprises are predicted to adopt the public cloud: “As the business sensitivity to costs associated with dedicated IT resources grows along with demand for agility, we can see a greater adoption of public cloud by businesses, especially with strengthening of public cloud security”
To read more about the Global Cloud Index, see the complete Cisco report here. Do you find this information useful?

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How cloud services help accountants

How cloud services help accountants
In the recent survey from Cloud Industry Forum, roughly 8 out of 10 UK enterprises are using cloud services and 6 of them are thinking about migrating 100% of their operations to the cloud. This trend is no different from the experiences of accounting firms and accountants that leverage the use of cloud services.   If you are unsure about what working in the cloud means – it really is a conceptual thing. The cloud represents a virtual storage, that is, storage that can be accessed from anywhere and doesn’t physically sit on your computer or company’s server. Thinking of it as being ‘in the cloud’ helps people to understand that it is ‘out there somewhere’!

There are many advantages that cloud services offer to accountants

Cloud computing enables accountants to increase capacity and update accountancy software easily. Many businesses no longer own software – they just work on the most recent version by accessing it via the Internet. It saves space on your computer and means you are always bang up to date.
It also helps accountants be more productive by eliminating repetitive tasks like data entry. Collecting financial data is way easier with the cloud. Clients just have to scan documents and upload them to the cloud where they can freely collaborate with their accountants in real-time, anywhere in the world. Working on one document saves a lot of confusion.

Why docSAFE is a cut above the rest

docSAFE offers a smart way of doing business with clients. Accountants can leverage its secure file sharing services, as sending files via fax and emails is just not secure enough. Cloud-based collaboration also enables clients to share files in real-time, so journal entries are up to date and tracked. They can do all from any device – computer, laptop, tablet and even with their mobile phones using the docSAFE app.
docSAFE offers an electronic signature function so you can officially sign an electronic file online. It is fast, secure and legal. We follow complete regulatory compliance and implement a full audit trail to back it up. More and more accountancy firms across UK are trusting docSAFE for its acclaimed system that saves time and money, ensuring a streamlined business process.
Learn more how docSAFE can help you. Contact Mike and his team on 0121 794 0685 or
email team@doc-safe.co.uk.
Click here to arrange a meeting.

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How the cloud is turning 8 more locations into “smart cities”

How the cloud is turning 8 more locations into “smart cities”

Cisco cloud services has announced 8 more cities, in addition to Paris and Copenhagen, that are now cloud-connected. These 8 “smart cities” are Kansas City, Schenectady (USA); Adelaide (Australia), Bucharest (Hungary), Dubrovnik (Croatia), Bangalore, Jaipur (India) and Trencin (Slovakia).

Smart cities collect real-time data and generate useful insights concerning city operations like utility services, traffic, population and infrastructure. The cloud collects data from IoT (Internet of Things) devices such as sensors and cameras deployed in all corners of the cities. Using this data helps them operate more efficiently, reduce costs and respond quicker to emergencies.

Munish Khetrapal, managing director at Cisco, said that real-time data is so important that a 2-minute faster response can save significant amounts of money. Traffic congestion is one such example. There are many figures discussed on the cost of congestion to the economy, not least the wasted time of workers who cannot be productive whilst they are stuck in traffic. By implementing the intelligence of cloud services in cities, congestion can be eased.

Currently, the concept of smart cities is at an early stage due to the usual restrictions e.g finance, IT personnel and inadequate cyber security governance. However, more and more cities are starting to address these challenges and it will be something we see more of in the future. Whilst it certainly has overtones of ‘Big Brother’, future smart cities will play an enormous role in communications and knowledge-gathering for us all.

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Small Businesses can also Benefit from Cloud and Client Portal

While the cloud is a buzzword for medium to large scale businesses and organisation, the benefits of Cloud is not hard to reach for small businesses. There are a lot of tools hosted on the cloud that can best benefit small businesses.

Aside from the cliche benefit of the cloud–that it improves collaboration and team-work among workers–the use of cloud-based tools such as payroll and accounting software is a great relief for small businesses daunted with managing cash flow. It ensures that revenues and expenditures are balanced, making deficits at a minimum or non existent.

Client Portal, an electronic gateway where information, data and services are available, is another great tool that small businesses can leverage.

Using this electronic gateway where customers can access information and services in one location is a cost-effective solution to providing outstanding services to clients and customers.

“If your company has a growing client base, it can be hard to manage and sustain these relationships such that consumers always feel like you’re paying enough attention to their needs. By using a portal, you’ll have a scalable solution for managing relationships with customers.” Larry Alton, a professional researcher said.

Click here to learn more how your business and career can benefit from cloud-based collaboration. DocSAFE can help you with its secure and reliable file sharing online!

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Is your company’s cloud storage secure?

Probably not.

The 2016 Global Cloud Data Security Study unfolds the bitter truth in cloud storage security of organisations in UK, Germany, US, Russia and other countries.. The study conducted by Ponemon Institute reported that behind the stable growth of cloud usage, companies lack necessary governance practices and security measures.

With over 3,476 IT security practitioners surveyed, only 43% said their establishments are implementing accountability measures to safeguard confidential and sensitive data in the cloud.

One of the weak points of companies is the lack of personnel charged to evaluate the cloud resources being deployed and increasingly, cloud resources deployed without security, due to loss of control over end users.

This is critical in the environment where cloud usage continues to grow in importance. About three quarters (73%) of IT security practitioners consider cloud computing applications are important to their organisation’s operation. On the contrary over half (54%) of the respondents do not agree that their organisations are committed to comply with privacy and data protection regulations in the cloud.

Ultimately, 56% of organisations are reportedly not cautious about sharing sensitive information with third-parties like business partners, contractors and cloud-providers.

The types of data at risk in the cloud are usually highly sensitive and confidential such as customer data, email, employee records, consumer data and payment information.

The paramount reason why cloud security is a challenge for organisations is that it is difficult to apply “conventional information security in the cloud computing environment.”

Another alarming revelation is that only a fifth of security practitioners are permitted at the table for decision making about data security governance. What’s more, according to the study, “Most organisations still do not have security policies for the cloud.”

On this note, Gemalto recommends adopting “encryption, tokenization or other cryptographic solutions to secure sensitive data transferred and stored in the cloud ” and said that organisations should improve compliance with data security and privacy regulations.

How docSafe can help you

For individuals working on a client-based industry like lawyers, accountants, writers, creatives and small business, you can store and access data filed in the cloud safely and efficiently. With docSAFE you can work collaboratively and exchange files with clients in the most secure way possible. You can have convenience, security and efficiency for just a few pounds each month.

Have you ever had trouble sending large confidential files through the internet safely? Or have you had the problem of how you can collaborate on a project with partners miles away?

docSAFE can help you with its secure and reliable file sharing online. To learn more visit our site.

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