As the year 1999 was drawing to a close, the world of technology was abuzz with various doomsday scenarios all related to the havoc about to be wreaked by Y2K. On an admittedly much smaller — and thankfully more positive — scale, today there appears to be a growing interest among “technophiles” in something called the cloud.

Cloud computing is defined in Wikipedia as “the delivery of computing as a service rather than a product, whereby shared resources, software and information are provided to computers and other devices as a utility (like the electricity grid) over a network (typically the Internet).

“Cloud computing provides computation, software applications, data access, data management and storage resources without requiring cloud users to know the location and other details of the computing infrastructure.

“End users access cloud-based applications through a web browser or a lightweight desktop or mobile app while the business software and data are stored on servers at a remote location. Cloud application providers strive to give the same or better service and performance as if the software programs were installed locally on end-user computers.”

MANA members started speaking about this developing technology when Agency Sales magazine contacted them for an article on how agencies can best prepare for disasters. When asked how they would continue operating in the wake of hurricanes, tornadoes, blizzards and even earthquakes, reps responded that they were either already on the cloud or were investigating the technology.

Mack Sorrells, CPMR, CSP, Mack W. Sorrells Co., Inc., Van, Texas, is probably typical of many reps when he explains, “I have to be able to run my business from anywhere, whether it’s the office, home or the road. I’ve got to have access to all my catalogues, sales data, etc., whenever I need it, wherever I am. That’s where the cloud comes in. I think eventually everything will be moving to the cloud.”

Sorrells says that as technology has developed, he conducts more and more of his business in the cloud on an iPad. “By using the cloud I can enter data on my iPad and it is automatically communicated to all my other devices.”

He notes that presently he works with a few cloud providers — Apple for the iPad, another for his CRM data, and others with a variety of manufacturers. “Ideally, a goal for the future would be to work with just one cloud provider,” he says. Sorrells is quick to indicate his enthusiasm for the cloud when he says, “This technology is phenomenal. Use of it should be in everyone’s future.”

Much like Sorrells, Jerry Keough is a fairly recent arrival to the world of the cloud. Keough, vice president of sales, Sonitrol Security Systems, Bridgeport, Connecticut, is on the road constantly and like Sorrells, he finds himself with the need to work from anywhere — office, parking lot or an alley adjacent to a manufacturer’s facility.

Keough, whose company specializes in security alarms, motion detectors and video systems, needs to access everything from billing statements, shipping information and actual video data. He explains that the cloud has been a boon for his operation. “For instance, I’ve recently started using an iPad and not only do I have access to the data I need to do my job, the cloud service allows instant communication among all the technological devices I use including the iPad, iPhone, and my office PC. That’s beneficial any number of times when I take an application photo at a customer location. It automatically goes to the cloud and is available to me wherever I am.”

As he continues the discussion, Keough urges potential cloud users to learn about two tools that have been beneficial to him as he continues to reside in and use the cloud:

• Drop Box — “a web-based file hosting service operated by Dropbox, Inc. that uses cloud storage to enable users to store and share files and folders with others across the Internet using file synchronization.”
• Server Farm — “or server cluster is a collection of computer servers usually maintained by an enterprise to accomplish server needs far beyond the capability of one machine. Server farms often have backup servers, which can take over the function of primary servers in the event of a primary server failure.”

Before arriving where Sorrells and Keough find themselves, in terms of the cloud, Gil LaCroix, dynaMACs, Naples, Florida, urges reps to consider what their objectives might be. LaCroix, whose company provides data processing services, including the cloud, to meet the needs of sales agencies, says that “Availability and backup appear to be key among reps we’re working with.”

Taking those concerns in order, he says, “Reps should learn all they can and educate themselves on what the cloud can do for them. “For instance, think about an agency with multiple locations. In the past, these locations would need access to each other’s computers to conveniently share data. Using the cloud it’s much easier. Or how about a spouse who’s involved with the agency and working away from the office? There’s a need for her to enter data from home. Rather than get office terminal services for the home, the cloud does what’s needed.”

Then there’s the question of data backup. “Agencies have endured every conceivable man-made and natural disaster. If data is saved off site on the cloud, there’s little concern.”

Since the world “concern” is introduced by La Croix, both Sorrells and Keough weigh in on the “concern” of security — which is something that’s important to them. According to Sorrells, “I know we’re told that all our data is secure on the cloud. I can’t help but think, however, that if governmental data can be hacked, so can ours.”

Keough concurs but admits that most of us take similar risks with business and personal information all the time. “Sure some reps are going to be worried because they don’t know where everything is, but don’t we operate that way when we transact business online?” He advises those who are concerned to not commit anything especially valuable to the cloud.

LaCroix says security is less of a concern today than in the past. “People are used to their data being out there. All of us are used to logging on, entering a password and conducting business. We just do it.”

He does, however, urge prospective cloud users to deal with a reputable provider and conduct their homework ahead of time. Asked what’s the greatest mistake a rep might make regarding use of the cloud, LaCroix offers: “Not being aware of it. Not exploring all the possibilities.”