The Power of Search - Google Cloud Search

Google sees more than one trillion searches each year and that number is growing rapidly. People around the globe use Google Search to access the world's information. As businesses grow, so does their data, and sorting through this data becomes increasingly complex. Google wants to enable businesses to use the power of search to efficiently explore and access the information that's needed at any given time - easily and quickly.

Earlier this month, Google announced Google Cloud Search (formerly known as Springboard). This new product uses machine intelligence to provide a unified search experience across G Suite. 

Users in today's world compute in many different formats of data; from emails and docs to spreadsheets, slides, forms, and internal sites. It can get complicated to know where files are saved and in what format. According to McKinsey, the average worker spends 20% of the workweek searching for and consolidating information. Essentially, your staff may be wasting a lot of time just trying to find the right information needed to simply do their job!

Google Cloud Search helps businesses save time by allowing their staff to summon data immediately. It not only provides detailed search results but also proactively suggests recommendations to help users throughout the day. For instance, opening up the Cloud Search app instantly displays relevant information organized into cards that help keep the user updated. They can help users prepare for an upcoming meeting or even suggest files that may require attention. With machine learning, these cards are designed to increasingly help users be more productive and efficient over a short amount of time.

Google Cloud Search users can also search for people within the company's directory like colleagues' contact details, events, and shared files. Users can even choose to send an email, make a call, or start a Hangout session with just a tap. With all this ease, privacy is still a priority. Cloud Search respects G Suite's file sharing permissions so people can only search and find files that they specifically have permissions to. 

Google Cloud Search is only available to G Suite Business and Enterprise editions. Google intends to add more capabilities in the near future that will include integration with third-party applications. Incremental, yet useful, improvements like this not only make G Suite a long term solution for businesses but also one that keeps up with the increasing complexity of business data and user demands. 

Not using G Suite? What are you waiting for? Contact InterlockIT today to learn more about Google Cloud Search and G Suite! 

G Suite Series: Google Vault

As cloud computing becomes prevalent in the business world, more and more companies demand a solid archiving/backup solution to protect and easily access their precious data.

In mid 2012 Google announced a new archiving solution, Google Vault. It's the ultimate solution for businesses looking to secure their data and here's why:

Simply put, Google Vault allows businesses to easily retain, hold, search, and export their organization's mail and chat messages. Users can also search and export their organization's files in Google Drive. Like other Google solutions, the system is entirely web-based, so there's no need to install or maintain any software. Google Vault was essentially created for businesses in need of the following eDiscovery services:

Email and chat archiving: Set retention rules to control how long email messages and history-on chats are retained before they are removed from user mailboxes and deleted from Google systems. Here's how retention works.

Legal holds: Place legal holds on users to preserve all their emails and on-the-record chats indefinitely in order to meet legal or other retention obligations. You can place legal holds on all content in a user's account, or even target specific content based on dates and terms. Here is how you can create legal holds.

Drive file search: Search your domain’s Google Drive accounts by user account, organizational unit, date, or keyword. Search results include Google file types as well as non-Google file types such as PDF, DOCX, and JPG. Here is how to search Drive for files.

Email and chat search: Search your domain's email, history-on Hangouts, and on-the-record Google Talk chats by user account, date, or keyword. Here is how to search for email and chat messages.

Export: Export specific email, on-the-record chats, and files from Drive to standard formats for additional processing and review. Here is how to export search results.

Audit Reports: Use Vault audit reports to learn about actions Vault users have taken during a specified period of time. Here is how to run a Vault audit report.

Google is one of the safest places to park your data in the cloud, so you may be wondering, if Google Cloud servers are some of the most secure servers on the planet, why would anyone need an additional backup system like Vault? There are two main reasons; compliance and user error. Some organizations are required to archive data instantly to a place where it can't be deleted or tinkered with - they have compliance regulations to follow. On the other hand, as safe as those cloud servers are, they can't protect you from user error or misbehavior. If an employee accidentally or maliciously deletes data, the window of opportunity to recover this data is 25 days before it's permanently gone. Vault resolves both of these nuances to ensure your data is 100 percent secure.

Solutions like Microsoft Archiving have a competitive disadvantage to Google Vault. With Microsoft Archiving, deleted emails are not retained unless the user's mailbox is put on Legal Hold in advance. This is a huge shortcoming for compliance requirements that often companies don't discover until later when they need to recover, for example, emails of a sales rep who announced to customers where he/she was moving to, which could be a violation of their non-solicitation agreement. With Microsoft Archiving, if an employee deletes emails from their mailbox, the business only has 25 days to recover them. With Google Vault, you can always find them because Vault retains all deleted emails without the need to put users on Legal Hold.

Interlock IT has assisted several hundreds of organizations secure their data with Google Vault. Whether it's financial firms, legal teams, or medical facilities, we have helped establish a safer environment for organizations with compliance and sensitive information. With Vault, our customers know their data is securely stored without risk, and it can easily be retrieved in unpredictable situations. It's the assurance many businesses need for safe and secure cloud computing.

Google Vault is included in G Suite Enterprise and G Suite Business or Education editions. You can also purchase Vault separately for an additional $5 per user, per month. Contact us today to learn more about Vault and how it can benefit your business!

Automated Mileage Tracking

Many a times businesses are too busy doing day to day tasks without actually pausing to think if there's an easier, more efficient way. It's easy to tune out great advice and tools when all we want is to just complete the task at hand. Living in a fast pace business environment consequently hinders our understanding of what it means to work efficiently and save time, energy, and money.

In today's world, it's vital to not only have a good team, but also the right tools. In our many years of IT experience, there are two kinds of tools; efficient tools that automate, and non-efficient tools that simply get the job done, regardless of time and the consumption of valuable resources. It's important to understand that the more efficient our tools, the more time and money we can redirect to other more important aspects of the business. Many software solutions available today are not only smarter, but offer a wide range of functionality that can altogether eliminate manual and tedious tasks.

An example of an efficient tool is timeline for Google Maps. For Transport industries or even small business owners and contractors, mileage is an important factor needed to keep track of business travels, deductions, and claims. One way to do this is via third party applications like DriversNote to save you time and cut out manual logging. That's great, but who has time to actually remember to hit the start and stop buttons? 

A more efficient and greater way to do all this, without remembering to hit the start and stop buttons, is to use timeline for Google Maps. Google Maps with location history can make it simple to fill out mileage reports. Simply log in to your Google account and watch the magic happen. Just review the timeline occasionally to fill in the actual location you visited when it isn't sure - a common and minor hiccup when you arrive at a building complex or plaza. Your timeline in Google Maps helps you find the places you've been and the routes you've traveled - an excellent and automated way for tracking/logging.

Concerned about privacy? You can purge the full location history any time and no record will be retained anywhere of your travels.Your timeline is also private, so only you can see it. Here's how you can view and edit your timeline.

With Google keeping efficiency in mind, you simply can't go wrong with their innovation and array of incredible applications. Make the smart decision for choosing the right tools for your business and go Google today! Contact us for more details about G Suite and other great cloud solutions that can automate and increase your business's efficiency.

G Suite Series - Google Drive

Data - it's everywhere. Files, folders, documents, spreadsheets, presentations and many more kinds of data exists so that we can reference, log, and share our work. There's no doubt that it's what empowers businesses to grow. It's a crucial element of business and takes lots of time to create and gather. We work hard to acquire it, so shouldn't we invest in protecting it and have easy access to it?

As a business grows, it becomes an increasing challenge to scale storage and sync all that data. With this increasing challenge, more and more companies are beginning to understand the value cloud computing has to offer. Whether you're on Dropbox, Box, Microsoft's OneDrive, or even your own Windows file server, you are using a storage system designed to compile your data in one place. Not all storage systems are equal.

Google, the cloud champion, has it's own cloud storage solution to keep all your work in one secure place; Google Drive.

It's one of the most powerful tools available for businesses today to effortlessly store, share, and sync files. If you use G Suite's Docs, Slides, and Sheets, lucky you! You've got the perfect solution for easy collaboration and file/folder management.

Google understands that businesses need efficient, collaborative and scalable tools that will actually make work easier. There's no better example of this than Google Drive. Here are a few incredible ways it can add value to your business:

Get as much storage as you need: With G Suite Basic, 30 GB of storage per user shared across Drive and Gmail means plenty of room for your data, and you can purchase additional space as needed. If you're not sure how much data you'll need, opting for G Suite Business will give you truly unlimited storage. You'll never have to think about low storage problems - use as much as you want! Can't decide which G Suite tier is right for you? Check out our comparison post.

Sync files with your computer automatically: You can choose to sync all or some of your files to a designated folder on your computer. Any changes you make locally are automatically mirrored in Google Drive, and vice versa. I behaves just like your local hard drive but with the piece of mind that everything is replicated securely in the cloud and everyone can see the up to date version.

View files without buying additional software: Need to open a file but don't have the right software installed? That was the old way of doing things. Now Drive lets you view over 40 of the most popular formats including videos, images, Microsoft Office documents, spreadsheets, and PDFs. You can upload any type of file to Google Drive and even convert certain types to a web-based Google document format like Docs, Sheets, or Slides for truly real time collaborative editing.

Google Powered Search: Google is the most popular search engine on the planet, for good reason! Knowing that, you have the most powerful search features built into your data store. Stop the frantic hunt for important documents buried deep in layered folders. Simply enter some keywords to pull up the right file in seconds, even if it's an image or PDF of handwritten notes - that's powerful!

Easy-to-manage sharing controls: Google understands the importance of privacy and ensures your files are only shared with those you want to share with. Keep files private, until you decide to share them. Grant specific permissions to download, edit, comment, or view, avoiding multiple versions and file merging. Google Drive is unrivaled for collaborative document-editing projects.

Third-party applications to extend Drive functionality: There are hundreds of integrated apps available including Pandadoc for quotes/e-signatures,  Slack for enhanced sharing capabilities, and Smartsheet for project management to get things done directly from Drive. You can find more great integrated apps on the Chrome Web Store.

Google Drive is a solid system and many user's will agree that it's possibly the easiest file storage solution to set up and use. Compared to Microsoft, in mobile online storage, "Google Drive bagged nearly 10 times the number of monthly-active users than did Microsoft's OneDrive: 47 million to 4.9 million" according to Computer World.

Already have a G Suite domain but aren't partnered with a Google Cloud Partner? Here's why you should! Contact us today to learn more about how G Suite can improve and add incredible value to your business!