Google Apps update alerts: 30 GB now shared between Drive, Gmail, and Google+...

Over the coming weeks, all Google Apps users get 30 GB of unified storage to use as you like between Drive and Gmail. This replaces the current replacing the current storage of 5 GB in Drive and 25 GB in Gmail. Just as before, files created in Docs, Sheets and Slides don't count against your storage quota. Storage will also be shared with photos you upload to Google+ larger than 2048px. As a result of this change, Gmail inboxes are no longer limited to 25 GB - any additional storage can be shared and used by Gmail.

Note that use of Google's documents (spreadsheets, docs, presentations, etc. do not count against your 30BG quota. This does provide a benefit not seen in other cloud services. 

As we are strong advocates for the cloud, we remind advisors to ensure the following:

• Strong password and security management
• Obtain guidance in configuring your cloud
• Ensure laptops and mobile devices that are syncing to your cloud are secure (encrypted).

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Using Google Sites for Compliance

Google Sites can be a great way to deliver and manage secure content for your advisory firm.


Tough to beat the features you get for the cost (Google Apps for Business is $50 per user per year).


Data Security and Audit Trails
Google has amazing security and redundancy through its SAS70 Type II data centers. Some of the features that attracted us to their tools include:


1. SSL Encrypted, Secure Site with 10.5GB or more of space
2. Full audit trail of all site actions, including postings, document additions/changes
3. Never lose a document - Google will allow you to repost the most current version of a document, but they do not delete the old version.
4. Create a timestamped activities list - You can track client discussions, projects, compliance tasks and more.


Manage your Compliance Policies and Procedures
Harcopies of policies and procedures often have limited utility these days. They are harder to search and find what you need. They become an administrative nightmare in distributing updates. You get the point.


Consider moving your core policies and procedures to the cloud: 


1. Maintain your required business continuity plan ("BCP Plan"). This enables you to maintain a current BCP Plan in one central location that is accessible to all employees. You can easily link to other resources, such as vendor websites, your core systems, etc. Integrate Google Maps and Directions...


2. Maintain written supervisory procedures. Whether you upload a Word document or create an indexed manual online, Google's powerful search will allow you to isolate the key information you need immediately. Have a question on personal securities trading? A typical search would pull up your policy in the manual, your code of ethics and any certifications you might post.


3. Store your core documents. Don't lose the core templates for your business, including client agreements, investment policy statements, and other documents.


4. Create centralized lists of compliance activities:

• Gifts and entertainment log
• Restricted securities lists
• Conflicts of interest matrix
• Checks received logs
• Trade error log
• Compliance program change log
• Books and records matrix
• Client complaints log

5. Share and collaborate internally and with partners. You can provide temporary access or even dedicated portals for your business partners.


For more information on how your RIA firm can benefit from a secure intranet, contact Chris Winn at 617-532-0925 or email at cwinn@advisorassist.com.


AdvisorAssist can implement an RIA Compliance Intranet for your firm.

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Offline Access for Google Apps

Offline access is now available for Google Apps users that also use the Chrome browser. I was stuck without Internet during the recent storms and these services really came in handy! Google Apps mail, Calendar and Docs can be managed in offline mode and they will sync up to your server when you re-establish connectivity.

Mail: Offline mail has most functionality and will leave message in Outbox for sync.
Calendar: When offline, you can view events and RSVP to appointments.
Docs: You can view documents and spreadsheets offline.

You need to download a plugin to Chrome for each of these to work.

• Chrome - http://www.google.com/chrome
• Offline Mail - https://chrome.google.com/webstore/detail/ejidjjhkpiempkbhmpbfngldlkglhimk?hl=en-US&hc=search&hcp=main
• Offline Calendar - https://chrome.google.com/webstore/detail/ejjicmeblgpmajnghnpcppodonldlgfn?hl=en-US&hc=search&hcp=main
• Offline Docs - https://chrome.google.com/webstore/detail/apdfllckaahabafndbhieahigkjlhalf?hl=en-US&hc=search&hcp=main

As always, if you have any questions, please email us at support@advisorassist.com.

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