Unit 16 - Assignment 2
Cloud Storage and Collaboration Tools
_____________________________________________
Introduction
For this assignment we have been asked to create a pilot cloud based collaboration system
which can be accessed by 5 users. The users should be able to collaborate on word
processed documents, spreadsheets and more. Another important feature of this
collaboration system is that users should be able to access the system from at least 2
different browsers from desktop operating systems and at least one mobile operating
system. For this reason I have chosen to use google drive as it fits these requirements
perfectly and it is extremely user friendly.
Folder Planning
Plan
As you can see above this is my initial plan for the cloud based system. The organisation
that this system is designed for is a bespoke bike company called drake’s bikes. I created
this plan/layout so it would be easier for me when I created the actual system. I have chosen
to create my cloud storage on google drive and this is for a multitude of reasons. One of
those reasons being compatibility and longevity. Google Drive is a software that is
compatible with most if not all devices and OS’s. This means that users will not be limited
from using google drive as it is available on all platforms. Moving on to longevity with
softwares and services they both have a lifespan and during this lifespan the
creators/service providers provide support for the software through regular updates and
maintenance. During this time the security for the service is maintained and continues to
improve in hopes of keeping on top of risks such as hacking, dos etc. However when the
support is cut for a software/service the security features remain the same from the last time
they were updated and since security threats continue to evolve every year the service
potentially becomes less safe and secure over time. The threats and security concerns are
not only limited to the service/software itself and can also spread to the user's computer in
the form of malware/viruses. Examples of software services that have had their support cut
include Windows 7. This means that windows 7 when support is cut will become more and
more vulnerable to threats as microsoft will no longer continue to update the software. An
,example of an organisation suffering because of this would be the NHS. The NHS in 2017
was still running windows 7 which still had continued support but unpacted meaning the NHS
systems that were running windows 7 were extremely vulnerable to cyber attacks. Google
Drive is google's main cloud service and will most likely not have its support cut for the
foreseeable future meaning it is perfect for the client as google drive will continue to fulfil the
users needs until the client themselves decide to stop using the cloud service.
This is what my cloud system looks like in google drive. As you can see I have followed my
initial plan exactly. I have also added the other users to this google drive giving them access
to its contents. As seen in the image below. This meets the clients needs as a file structure
was created and users were given access.
Review of current cloud system
After completing my folder structure and implementing it into my google drive I decided to
receive feedback from my peers to see what their opinions of the google drive was. I decided
to record the feedback on google forms. The questions that were asked were a combination
of both multiple choice and short answer questions and the purpose of the google form was
to see if my current folder structure was effective and if it met the needs of the client.
The responses of my google form will be inserted below.
, As you can see from the images above I have received a negative reception on my google
drive. Overall from my feedback I have been made aware that my file structure is lacklustre
and highly inefficient and does not meet the clients needs as it looks highly unprofessional.
These are only a few of the questions I had in my google form but the rest also received
similar responses and on a whole the feedback I received was negative and suggested I
Cloud Storage and Collaboration Tools
_____________________________________________
Introduction
For this assignment we have been asked to create a pilot cloud based collaboration system
which can be accessed by 5 users. The users should be able to collaborate on word
processed documents, spreadsheets and more. Another important feature of this
collaboration system is that users should be able to access the system from at least 2
different browsers from desktop operating systems and at least one mobile operating
system. For this reason I have chosen to use google drive as it fits these requirements
perfectly and it is extremely user friendly.
Folder Planning
Plan
As you can see above this is my initial plan for the cloud based system. The organisation
that this system is designed for is a bespoke bike company called drake’s bikes. I created
this plan/layout so it would be easier for me when I created the actual system. I have chosen
to create my cloud storage on google drive and this is for a multitude of reasons. One of
those reasons being compatibility and longevity. Google Drive is a software that is
compatible with most if not all devices and OS’s. This means that users will not be limited
from using google drive as it is available on all platforms. Moving on to longevity with
softwares and services they both have a lifespan and during this lifespan the
creators/service providers provide support for the software through regular updates and
maintenance. During this time the security for the service is maintained and continues to
improve in hopes of keeping on top of risks such as hacking, dos etc. However when the
support is cut for a software/service the security features remain the same from the last time
they were updated and since security threats continue to evolve every year the service
potentially becomes less safe and secure over time. The threats and security concerns are
not only limited to the service/software itself and can also spread to the user's computer in
the form of malware/viruses. Examples of software services that have had their support cut
include Windows 7. This means that windows 7 when support is cut will become more and
more vulnerable to threats as microsoft will no longer continue to update the software. An
,example of an organisation suffering because of this would be the NHS. The NHS in 2017
was still running windows 7 which still had continued support but unpacted meaning the NHS
systems that were running windows 7 were extremely vulnerable to cyber attacks. Google
Drive is google's main cloud service and will most likely not have its support cut for the
foreseeable future meaning it is perfect for the client as google drive will continue to fulfil the
users needs until the client themselves decide to stop using the cloud service.
This is what my cloud system looks like in google drive. As you can see I have followed my
initial plan exactly. I have also added the other users to this google drive giving them access
to its contents. As seen in the image below. This meets the clients needs as a file structure
was created and users were given access.
Review of current cloud system
After completing my folder structure and implementing it into my google drive I decided to
receive feedback from my peers to see what their opinions of the google drive was. I decided
to record the feedback on google forms. The questions that were asked were a combination
of both multiple choice and short answer questions and the purpose of the google form was
to see if my current folder structure was effective and if it met the needs of the client.
The responses of my google form will be inserted below.
, As you can see from the images above I have received a negative reception on my google
drive. Overall from my feedback I have been made aware that my file structure is lacklustre
and highly inefficient and does not meet the clients needs as it looks highly unprofessional.
These are only a few of the questions I had in my google form but the rest also received
similar responses and on a whole the feedback I received was negative and suggested I
