When high-level, sensitive data is being shared, like that between executives and board members, organisations hope that their security standards are comparable to global defence firms and the world’s largest banks. For the highest level of security, organisations often assume that data stored in an on-premise hosting site is more secure. After all, the thinking goes, fewer outsiders have access and fewer people are able to touch the data, so that means less chance of something going wrong. However, that assumption isn’t always the case. Just because data is controlled on-site, doesn’t necessarily make it more secure. In fact, most of the largest data breaches attacked internal data centres.
What many organisations don’t realise are the benefits of using SaaS solutions to manage boardroom communications and data sharing to address security problems. For instance, in Diligent’s case, we own all of our servers and hardware. In traditional on-premise IT settings, there are often questions of who is in charge of confidential information, who has access to sensitive files, and how is access and storage controlled on multiple devices. When using on-premise hosting, chances are IT is managing your board-related data and has access to sensitive files and communications without being authorised viewers. If that’s the case, immediately your board meeting papers and shared emails aren’t 100 percent secured.
Below are other benefits of SaaS vendor hosting to consider:
Improved Data Sharing Capabilities
Advanced technologies mean everyone has a favourite smart device with varying operating systems and security protections on them at all time. Executives and board members that collaborate regularly are continuously at risk as personal email isn’t secure and business email may not be encrypted, especially for board members or other folks that exist outside IT’s direct control.
Saas solutions level the playing field for every device and every log-in location for a multitude of operating systems. With all of the data access in one location, board members can share document changes in real-time and without having any unsecured files on their personal devices, reducing the risks if the device is lost or stolen. On-premise hosting may not have the same tight controls over who has access to the documents, which sets up opportunities for insider threats or compromised data.
Flexibility, Scalability, and Cost
On-site hosting requires long-range planning for storage and disaster recovery, as well as the ability to be flexible for the addition (or subtraction) of technologies, upgrades, and any changes in the business. This kind of model could result in paying for technology or storage that you don’t need and any unplanned incident could cause computing costs to soar. On the other hand, SaaS environments tend to provide greater flexibility and scalability, resulting in computing needs and costs keeping pace with actual usage.
In addition, using an on-premise tool means more work for the IT team. Aside from regular upkeep, it’s usually pretty rare in the industry to find someone using the “latest and greatest” version of the vendor’s application. If it’s not a priority for the IT team, then good luck getting what you need. By turning to the SaaS vendor, the burden on IT staff decreases. Because someone else is in charge of application and software management and maintenance, IT departments can better focus on the day-to-day challenges of network operations.
If you are looking for improved security, easier collaboration, and lower costs, SaaS solutions may offer the best benefits for your leadership communications and networking needs.
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