Cloud computing means that instead of storing software or data on your laptop, a portable hard drive or on a server, your applications and data is stored and managed on the Internet and accessed online. Businesses often use the cloud to store and share data or to access software (called “software as a service” or SaaS). Cloud computing or SaaS, allows you to run your business through your browser.

Like most small businesses, you’re already using cloud services and probably don’t even realize it. Here’s a closer look at how cloud computing can and will benefit your small business.

1. Security

It’s not uncommon to hear about data breaches affecting huge corporations, such as Target, Home Depot and of course, the recent issue at Sony. If big companies aren’t protected against hackers, malware and viruses, you can only imagine the vulnerabilities of your small business. Enterprise organizations can afford fines and lawsuits associated with a data breach, but these costs will typically close the doors on any small business.

Just because it hasn’t happened to you, don’t assume you’re safe. Small businesses are typically less protected from online threats, making them the perfect target of online hackers. Reputable cloud service providers help by offering better security than the average small business owner can provide. Accessing your software or storing your data in the cloud ensures it is protected by experts whose job is to stay up-to-date on the latest security threats.

2. Simplicity

Installing new software, patches and upgrading to new versions is time consuming. Most small businesses can’t afford an in-house IT specialist so they outsource to IT consultants or rely on an office “volunteer” to stay up to date. Either approach costs time, money and creates a hassle. Plus, it can even put your business at risk.

Using cloud-based software avoids all of this and makes your life so much easier. All updates are handled automatically off-site by the cloud services provider and  are completely transparent to the end user. Updates such as security enhancements are completely invisible, but you reap the rewards by avoiding having to install patches or new software versions.

3. Continuity

Natural disasters, theft or accidents can destroy a business’s critical data if it’s stored solely on-site on a laptop or server. According to FEMA, between 40 to 60% of small businesses affected by a disaster never re-open their doors.

Software as a service (SaaS) and cloud storage services continuously update your business data and applications online so they’re always safe from any disaster and can be easily restored. Backups are automated, removing the risk of human error.

If your on-site server goes down or if a snowstorm prevents employees getting to work, cloud services can ensure your business continues to move forward. Your data and software are safe, resting comfortably in the cloud so you can continue to operate.

4. Mobility

Working remotely is a benefit for many employees. In addition, many small business owners often work outside of the office, in the evenings and over the weekend. Cloud-based services give you and your staff the flexibility to work from anywhere, anytime. No more emailing yourself files. No saving files to a thumb drive. It’s life—less complicated.

Cloud services usually offer a full range of functionality via any mobile device. Using a mobile app on your smartphone or tablet affords even greater convenience, especially with business owners on the go. Plus some mobile apps even offer two way interaction with a small business’s clientele; for example a client portal to receive invoices and make online payments. The latter can make a big difference in cash flow.

5. Collaboration

Employees, contractors, partners and vendors can all work on the same document or record in real time. Let’s say your employee tracks time and enters it for a project at the end of the day. Let’s also say the employee has paid for some office supplies, and expense tracking is completed online as well.  The office manager can view the time entry, thousands of miles away, and verify and approve the expenses so it can be invoiced. This eliminates any bottlenecks and enhances your revenue stream. Cloud services encourage collaboration, streamline processes and ensure everyone is on the same page.

6. Affordability

One of the biggest advantages to a small business is the cost savings. Cloud computing has low or no up-front costs. Instead of a significant one-time payment for a software license and on-going maintenance fees, then additional fees for upgrades, cloud-based providers typically offer subscriptions that spread the costs over time.

7. Scalability

Cloud services enable small businesses to better manage growth. As your business grows, there is never the need to purchase costly hardware or software. Just increase your subscription and relax. Conversely, if you need to contract a bit due to a change in the market, cloud services makes it easy.

8. Flexibility

Cloud services offer infinite flexibility to small business owners. Most cloud service providers offer free trials or demonstrations so you can try before you buy. If you like the product, you enter your credit card number and viola! That’s it. If you change your mind, cancel. It’s as simple as that. There’s no need to install or uninstall software, fulfill a long-term commitment or haggle over a refund.

The Bottom Line

Cloud-based software and services offer small businesses the same level of sophistication as large enterprise organizations. Small businesses can leverage powerful, secure applications that were previously too costly due to licensing and hardware costs.With the subscription model, businesses can easily afford high-end products where costs are spread over time.

Bill4Time offers a subscription cloud-based time billing software for legal, accounting, freelancers and other small businesses. Bill4Time offers real time time tracking on any project, combined with  invoicing and the ability to collect online payments. With the Bill4Time mobile app, you can track time on any project while on the go.

Want to learn more? Give it a try for free. We have a plan that fits your needs, and we offer all the benefits the cloud can bring!

There is often much confusion with using images from the web on your website or collateral. Many assume that if it’s on the web, it must be free to use. This isn’t the case as the majority of images are copyright protected. Using these images indiscriminately can get a small business into big trouble with a copyright violation, a cease and desist and worse yet, having to take down your businesses website.

What is a Copyright?

A Copyright is a US federal law that protects original works of authorship. A work of authorship includes literary, written, dramatic, artistic, musical and certain other types of works.

• Copyright is in effect as soon as the original work is created and applies to published and unpublished works.
• Copyright is automatic and does not require paperwork to be filed. A registration is required to enforce the rights, but an author only has to use the © showing the work is copyrighted.
• Copyright does not apply to works in the public domain.

What is Public Domain?

“Public Domain” refers to creative materials that are not protected by intellectual property laws such as copyright, trademark or patent laws. The public owns the works, not an individual. Anyone can use a public domain work without obtaining permission, but no one will every own a public domain work.

A public domain work belongs to everyone. However, a collection of public domain works may be protected by copyright.  Let’s say someone has collected public domain images in a book or on a website. The collection as a whole may be protected even though the individual images are not. You can copy and use the individual images, but copying the complete collection may infringe on what is known as the “collective works” copyright.

There are four common ways that works arrive in the public domain:

1. The copyright has expired.
2. The owner of the copyright has failed to renew the copyright or not followed the rules.
3. The owner of the work deliberately placed it in the public domain; also known as dedication.
4. Copyright law does not apply or protect this type of work.

Dedicated Works

If the work has the sentence: “This work is dedicated to the public domain” then it is free for you to use. Although rare, it has been done. Be aware that the person making the dedication must have the right to do so as only the owner of the work can dedicate it to the public domain.

Shareware & Freeware. Shareware and Freeware are not public domain works. Shareware is a system of marketing software, distributed at no charge on a trial basis and at the end of the trial, the user can purchase a license to continuing using it. Freeware is software that is made available to the public for free. Both Shareware and Freeware are protected under copyright law.

Clip Art.  Clip art is often offered as “copyright-free.” This is actually inaccurate as the clip art would have to be either royalty-free or in the public domain. Most clip art is royalty-free and is copyrighted. Rights and limitations are found in the artwork packaging or in the license that accompanied the artwork. If the artwork is in the public domain, you can use it as you wish. But remember, if the artwork is in the public domain, the complete collection may not be reproduced and sold as a clip art collection because that may infringe the unique manner in which the art is collected (known  as a compilation or collective work copyright).

What Copyright Does Not Protect

Copyright doesn’t protect the title of books or movies nor does it protect short phrases like “make my day” or “show me the money.” Copyright protection also doesn’t cover facts, ideas or theories. Short phrases, titles or small groups of words are considered common idioms and are free for anyone to use. However, a short phrase used as an advertising slogan is protected under trademark law.

A fact or a theory is not protected by copyright. An asteroid will pass the Earth in 2016 is a fact, not protected by copyright. If someone creates a theory that the asteroid will be destroyed by lasers, anyone could use that theory to create a movie or book. However the unique manner in which a fact is expressed may be protected. If a movie was made about a laser destroying the asteroid the presentation of the idea would be protected.

Stanford University Libraries offers this example: Neil Young wrote the song “Ohio” about the shooting of four college students during the Vietnam War. Anyone is free to use the facts about the short, but no one can copy Neil Young’s unique expression of these facts without his permission. In short, you can’t write a song about the shooting without violating copyright protection.

Summary

When in doubt, don’t. It’s that simple. Assume a work is copyrighted and don’t use it without permission. Don’t put your website–or your business–at risk by using someone else’s work. It’s just not worth it.

There is no shortage of resources for free images, whether public domain or licensed. Do your homework first or you could run into serious trouble.