Online Data Storage: Is it okay to Move to the Cloud?

In the past, I've written about how much I love layered backup strategies - a local copy (or more than one), an off-site physical copy, and a "cloud" copy.  Sometimes people ask me about whether my data is safe and/ or private in the cloud - especially people who want to back up business data.  The short answer is "yes - if you choose a cloud backup provider with the right capabilities."  With that in mind, I thought I'd share some additional information on this topic.

The problem people face when using private computer systems is the need to keep the maximum amount of information available - how can we store, organize, and protect all of it? To help solve this problem, you can use remote backup services to store online reports. The concern remains, however, about whether keeping information off-site and online is a safe way to store private information.

Is the Cloud the Best Option for Business Owners?

Some companies have come to realize that there are huge benefits of storing information online. A report on cloud storage comparison found that out of 97 health care facilities that were surveyed, 71 percent were considering a move to the cloud powered storage. Using The cloud is one of the more cost effective methods for storing information. There is no need to buy expensive equipment to back up data with and It gives business owners the quickest way to access information and it keep information secure at all times.

Why Are People Reluctant to Move to Cloud Computing?

The only issue with all of this boils down to whether or not the cloud is safe. And a business professional has good reason to be concerned about their private information falling into the hands of some hacker because all it takes is for one person to break their way into a private system to compromise highly confidential information. As this technology gets better, however, you can find Cloud Storage Systems that will fit your business's specific security needs. If you are methodical in your cloud storage comparison, you'll find that buying cloud storage is the same as buying anything else: there are products that are well made and that will fit your needs and there are products that simply will not. Knowing what you do and don't need out of your company's Cloud Storage is a good place to being your research. A second concern some people have is the availability and accessibility of their information. Companies that thrive on customer service must have access to their business information on a daily basis. The concern is that the company will not be able to pull up the information they need in a timely manner. When dealing with customers, the information you need has to available within a few seconds. If the customer has to wait any length of time they can become impatient and upset, which often prompts the customer to take their business elsewhere.

Is Storing Information Online Safe and Concern Free

Storing information online really is the safest way to keep information from being lost or stolen. When a file is uploaded to a backup server it goes through an encryption process that keeps hackers from being able to read and access information. In order to read user-files the client must first enter the correct user name and then enter a secure password. The password and user name is usually chosen by the information owner.

Information that is stored online is available 24 hours a day from any location. A company can upload information and have instant access to the account setup on the server. Not only does the client have instant access, but also a backup copy just in case the system should crash. Beyond the instant access and reliable backup there is also the benefit of business email providers, online customer service systems, and other user support.

Obviously, a lot of my comments are directed at businesses, but I use cloud backup services for my personal use - because I value the benefits I mention above for my personal data, as well.  

I hope you found this information helpful - I know my cloud backups have saved my bacon on several occasions, and I encourage you to make the move to the cloud for your backups.

TouchFire is a lightweight keyboard addition for your iPad

Earlier this year, I heard about a Kickstarter project for an iPad add-on called "TouchFire."  The idea sounded intriguing:  A flexible silicone-ish keyboard that magnetically attached to your iPad screen, providing tactile keys that worked with the iPad's soft keyboard.

I investigated, and decided to get in on the project, which entailed "investing" some money in the project for an opportunity to reserve one of the units when they began shipping.  I put my money down.  About a month ago, I received my keyboard and it is pretty cool.  But it isn't perfect and it probably won't be a hit for everyone so I decided to write a brief review of my experiences here.

What you get

For $50, you get a TouchFire keyboard, a carrying case (it folds up pretty small and fits nicely in the case), and some adhesive magnets that attach to your smart cover, if you have one - more on why you need those magnets in a second.

How the TouchFire works

The TouchFire keyboard has strong magnets built into it, and it "snaps" on to your iPad, and aligns itself much like Apple's smart covers do - this makes it easy to get the keyboard into the right position over the on-screen keyboard.  

This also makes it easy to flip the TouchFire down (toward you) if you want to temporarily gain access to your full iPad screen such as when you want to draw on the screen or use your fingers to perform operations.  Then you can simply flip it back up over the screen when you want to type.

Another cool aspect of the TouchFire's flexibility and ease of removing the keyboard is that it can fold up inside your smart cover to completely get the TouchFire out of the way without risking that you'll leave it behind.  This is where the adhesive magnets I mentioned come into play.  

• When you first get your TouchFire, you go through a short process to position and mount a couple of magenta to the underside of your smart cover.
• After that, if you don't want to use the TouchFire, you simply lift it with the smart cover the next time you open it up, and the magnets will hold the keyboard against the smart cover, as shown in the picture at right (you can see larger versions of these pictures at the TouchFire site).

Typing on the TouchFire is pretty nice - you get exactly the same layout as the iPad keyboard, but how you have tactile keys that can help you type more quickly, especially if you are a touch typist.  You will need to experiment a bit to see if you like to type flat or if you like to type at an angle, which you can achieve by propping it up with the smart cover.

The TouchFire seems pretty durable so far, and you can easily wash it if it gets dirty (I've washed mine once after I got a bunch of dust on it).

There is one complaint I have about the TouchFire.  Apparently, I "drag" my fingers over the top of the keys ever-so-slightly when I type and it took a while to get used to raising my fingers up higher - the jelly-like feel of the TouchFire's keys grabbed my fingers enough to slow my typing down and annoy me.  I don't have that issue with "normal" physical keys.

On a related note, you may find the TouchFire to be very sticky at first.  Give it a few days and that stickiness calms down, in my experience.

By the way - if you're interested in seeing it in action, I encourage you to watch the video that got me excited about this:

Pros and Cons

Here are the pros and cons from my perspective.

Pros:

• Very lightweight
• Easy to "install" and remove (clear instructions are provided with the TouchFire)
• Nice carrying case, and extra magnets are provided
• Enables touch typing using Apple's touch keyboard, which means spellcheck / autocorrect work the same as with Apple's keyboard
• Integrates with Apple's smart cover
• No batteries or other moving parts

Cons:

• Jelly-like feel of keys may not work for your typing style (see my notes above).
• When you switch to alternate symbols on the keyboard, sometimes it's hard to see which key is which since they soft keys are now covered by the TouchFire.  You can kind of see through the TouchFire, but it's not completely clear.

For me, the bottom line is that I am happy I bought a TouchFire, because I regularly use it when I'm trying to travel very  light.  However, for productivity and typing speed, I still find myself gravitating back to my Logitech keyboard case - even if it weighs more and has to be recharged once a month.  

Another aspect I like about the Logitech - when I'm taking notes with it, the iPad screen is upright kind of like a laptop screen, which means I can take notes without allowing others to read what I'm typing.  Obviously, typing on a near-vertical surface just isn't practical using the onscreen keyboard.

If you end up getting a TouchFire, let me know how you like it - I have two friends that absolutely love the TouchFire, and would like to hear more from other people.

Counter-productivity tips?

I was just reading an article called, "8 Surprisingly Counterproductive Productivity Apps," which has some interesting items on it.  My favorite is one called iNap@Work, which took the #1 spot:

No. 1 with a bullet? iNap@Work. It’s the productivity app gone so wrong that it could help you lose your job. With counterproductivity as its aim, the app will make you seem busy while — you guessed it — napping at work. To fool the waking dead (read: your cubemates), the app will play a series of sound effects at varying frequencies, including typing, stapling, and mouse clicks.

I played around with this (not for napping, but out of curiosity) and it's pretty entertaining to say the least.  The rest of the list is interesting, as well.

What are your "time sink" apps?

That post reminded me of a tool I've been using called "RescueTime" which automatically tracks your time on Windows and OS X.  I really like it because it not only tracks which apps you are using, but it asks you what you were doing when you return to your desk after a meeting or other reason for being away (sample dialog is below - and you can customize the categories if you want):

WIth RescueTime, you get a very nice breakdown of your productivity through the RescueTime dashboard, along with a categorization of which were the most and least productive categories of time.  The scale ranges from -2 (very unproductive) to +2 (very productive), and you can adjust the categorization to better fit your real view of the world in case you disagree with their classification of an activity.  For example, RescueTime considered LinkedIn to be a -2 (very unproductive) on their scale. I adjusted LinkedIn to be a +1 (productive) since I use LinkedIn to help me in my work and save time.

Once you've been using RescueTime for a while, you can use various reports to see how productive you are and find places where you waste time (your 'counter-productive apps' in a sense).  Here is a sample category breakdown for the month of September so far, based on my utilization:

I don't obsess over these reports, but I do check in a couple of times a month to see how much time I've been spending on distractions.  You can monitor as much or as little of your week as you want, so you can audit all of your time or just your work hours, for example.  I didn't have too many surprises other than realizing how much time I spent playing Diablo 3 last month.

If you're looking for a quick and easy way to track where you spend your time and identify when you are at your most productive, check out RescueTime.  And if you want to take naps at work or engage in other unproductive activities, go read up on 8 Surprisingly Counterproductive Productivity Apps!

I fell off the path and am getting back on...

I recently wrote about Beeminder here, and talked about how much I liked it to help keep me on track.  That is all still true. 

Unfortunately, technology can't always overcome human flaws.  You see, in spite of Beeminder, I missed my commitment to post here at least 4 times per month and wandered off my yellow brick road.

What happened?  

I could make any number of excuses - I got busy, I didn't have a good idea for a post, I was tired, I was on vacation, etc. (all of which are true, but irrelevant).

Basically, I decided to procrastinate when I could've taken a few minutes do write something, or I couldn't planned ahead and written posts early & scheduled them, etc.  In other words, I didn't take proper responsibility for my commitment and didn't hold myself accountable.  It happens.

What am I going to do about it?  

I have paid my pledge of $5 to Beeminder, reset my graph, and am back on the horse trying to meet my commitment of at least 4 posts per month through the end of the year.  And this time, it will cost me $10 if I miss my commitment again.

You know, this made me realize another benefit of Beeminder:  consequences are making me get back to my commitment sooner.  Prior to Beeminder, I could've been a slacker for any length of time and nobody would have known - there is some benefit in a public scoreboard.  If you want to watch my progress, check out my current graph to see how I'm doing.

Your iPad sucks - here are 6 examples why

"Your iPad sucks" - ?!?  OK, I was just trying to be dramatic.  I really like my iPad, but I've had a number of discussions with people recently who want to get rid of their laptops and only use their iPads.  I don't think I'll ever get to that point.  Why?  Because I think the iPad is inadequate for some critical business tasks.  Here are 6 examples:

• Working in more than one app at once.  Sure you can switch around between apps on the iPad, but when you really need to have two apps open at the same time (for example, putting a lot of elements of data from a spreadsheet into a Word doc, that switching back & forth is maddening.  The iPad's lack of true multitasking, along with its fullscreen-only presentation model don't cut it when it comes to multitasking.
• Managing files. Managing files on an iPad is very difficult - the security restrictions on iOS alone make this a nightmare.  When you extend this to content-sharing / collaboration sites (Sharepoint is one example) it is very challenging to do any sort of complex file management.  Even DropBox and iCloud, which are fairly iPad-friendly, make file management painful beyond a few rudimentary functions.
• Managing email, especially offline.  My biggest pet peeve with iOS?  I can't delete email when I'm not online.  Often, I like to take advantage of flight time to clean up email.  The iPad is fine for responding to emails but you can't delete or file email when you are not online.  This makes it impossible for me to consider the iPad as my primary email client.  Combine this limitation with the lack of good file management (for attaching files, for example), and it falls short of productive.
• Multi-channel social media.  If you want to monitor multiple avenues of social media and online content, you're going to want a "real computer."  If you want to monitor Twitter and Facebook, you can sort of do that with clients like TweetDeck.  However, if you also want to follow a few RSS feeds, read a blog, along with monitoring Twitter, Facebook, Google+, Yammer, and things like that - and you want to do it while getting your day job done at the same time - you'll quickly hit a wall, even with the fancy new Android-like notification tray in iOS 5.  
• Content production.  Whether you are producing music, video, doing photo editing, etc. you will be far more productive on a real PC than you will on an iPad.  Yes, I know - you can do basic editing, apply filters, and things like that on the iPad.  But if you want to get real work done, pull out your PC.
• Spreadsheet work.  When reviewing and editing spreadsheets, the iPad just frustrates me - I want to be able to zoom, move around, select multiple cells, look at function references while creating formulas, and things along those lines.  I just can't do that on my iPad.  Maybe I could use several iPads together…nah.

These are just 6 reasons I will be using my PC for real work.  I'll still use my iPad for content consumption, meeting notes, on-the-fly research, etc. and taking advantage of its 10-hour battery life as much as possible, but I won't be ditching my laptop any time in the foreseeable future.

What about you - have you successfully moved away from computers to using your iPad as you sole / primary device?  What have you learned and have you successfully overcome any of the obstacles above?