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BYNDER KNOWLEDGE

Working in the Cloud: Reliability, Security & Affordability

At Bynder, we often come across potential clients who are not familiar with what a Cloud-based system is and how it may help their company, fellow employees, and customers. In fact, one of the most commonly asked questions we get is What do you mean when you say that Bynder is a Digital Asset Management tool that works in the Cloud? Small and medium-sized companies especially lack confidence when it comes to concerns regarding security, privacy, and accessibility. One of the biggest fears people have about the Cloud is irreparably losing control of their data through because of their DAM. Nevertheless, in private most of us do not give a second thought to storing data in Cloud-based applications like Dropbox and Google Drive. Because we at Bynder are aware that our potential clients may have already been exposed to negative opinions regarding the use of Cloud-based technology, we want to provide you with some balanced information on what the Cloud is and how it works. We will explain both the advantages and disadvantages that come with Digital Asset Management in a Cloud-based environment and respond to issues concerning associated costs and security risks. At Bynder, we attach great importance to operational transparency, which is why we wish to communicate to let our customers know exactly where their data is stored and how it is protected

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Contents
WORKING IN THE CLOUD: RELIABILITY, SECURITY & AFFORDABILITY1 CONTENTS......2 HOW DOES THE CLOUD WORK AS A SERVICE?........................................................3 ADVANTAGES OF THE CLOUD...3 DISADVANTAGES OF THE CLOUD......4 SERVICE LEVEL AGREEMENT.4 PREJUDICE AGAINST THE CLOUD?........................................................................4 LEGAL ISSUES AND PRIVACY LAWS...6 DIGITAL ASSET MANAGEMENT IN THE CLOUD.7 HOSTING AND LICENSING.7 ADVANTAGES OF A CLOUD-BASED DAM7 ADVANTAGES OF AN ON-PREMISE DAM.7 COSTS.7 BYNDER CLOUD FAQ: RELIABILITY & SAFETY..9 ABOUT THE BYNDER BRAND PORTAL SOLUTION...11

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HOW DOES THE CLOUD WORK AS A SERVICE (SaaS)?

Traditionally, companies have operated their own data centers with physical server space in which all IT applications, data storage, and network structures are operated. An in-house team of IT experts is necessary to manage configuring, mounting, testing, securing, and basically maintaining the entire operation. Installing a new application is time consuming and much effort is required to install, deploy, and ensure daily that the functionalities are working as should be. This presents a potential problem for small and medium-sized businesses who, as a result of the time and expense involved, decide not to adopt new data storage software. As a result, efficiency and overall output inevitably suffer. A Cloud is a huge data center. It stores content such as media safely and securely. This is also where the SaaS comes into play: its provisions are run on software that itself is run by servers on the Cloud. Instead of physically setting up a data center, with a Cloud a company can instead rent software. Users can run the software simply by opening their web browser and logging into the program. All other tasks that would require an IT team (such as physical maintenance, security, etc.) are instead performed by the Cloud service provider, and are no longer a direct responsibility of the company.

ADVANTAGES OF THE CLOUD

Shorter implementation time: Because IT administration is handled entirely by the Cloud service provider, the implementation period of the software is decreased drastically. Cloud-based software is usually turnkey, meaning months of planning and high one-time investments are no longer necessary. Scalability: The storage space can be expanded or decreased rapidly in response to growth rates. There is no need for the infrastructure of your server to expand. Low financial expenditures: Software is used online through the Cloud, therefore there is no need for an initial one-time investment. Easier collaboration: Because accessing Cloud-based software takes place online via a web browser, coordinating the work of employees, customers and partners regardless of their location is easy. The users access to data is synchronized, and multiple users are able to access the document simultaneously from anywhere the world. Lower risk: In case of a system failure, the provider is responsible for guaranteeing system availability, presence of viable backups, etc. Reduction of IT issues: Because cloud providers employ their resources for many companies simultaneously, there is an economy of scale benefit. Storage space ends up costing less than if a company manages the entire operation themselves. Software updates, maintenance fees, technical support, etc. are included in the monthly fee. Better support: The support department of the Cloud provider specializes in the infrastructure offered as well as the software solution, and is thus able to react quickly and effectively to problems due to years of experience.

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DISADVANTAGES OF THE CLOUD

Internet connection: Because the Cloud is accessed through the Internet, users are reliant on a stable Internet connection and high bandwidth. A low bandwidth can cause delays when working with Cloud services, with features not reaching full functionality. Reduced customization options: Cloud software is turnkey due to the fact that is usually very standardized. Thus, depending on the provider of the Cloud, there are often fewer possibilities to adapt software to the specific needs of the company.

SERVICE LEVEL AGREEMENT

The Service Level Agreement (SLA) sets out the goal and duties of the Cloud service provider in order to be fully transparent and clear up any operational uncertainties. The SLA also outlines the quality of the services provided, and confirms a course of action in case there are failures or faults in the implementation. For example, the SLA provides a standard for reaction times of the service provider in the event of software functionality issues. A money-back guarantee is also usually included within the SLA. Click here to read Bynders SLA.

PREJUDICE AGAINST THE CLOUD?

There are many prejudices and rumors about the Cloud. Some are partially true, while others are untrue and exaggerated. The following are the most often cited prejudices of Cloud-based systems: 1. Data protection is not ensured with the Cloud. Data protection depends on where the Cloud provider stores your data. The cost benefit of the Cloud is that storage space in global data centers (such as Amazon Web Services or Rackspace), which most companies use to store data, bring benefits from economy of scale. If you choose a Cloud provider with a data center based within the EU, you will have further protections under the European Data Protection Act. All data stored with Bynder is kept in an Amazon Web Service (AWS) data center located in Dublin, Ireland. AWS is the leading industry service provider. AWSs infrastructure was developed specifically for critically important business operations and storage of sensitive data. Aside from Bynder, other companies that rely on the cloud services of AWS include Adobe, IBM, NASA and SAP. Read further about AWS, data security, and data protection in the EU below. 2. SaaS cannot be integrated into our existing systems. On the contrary, SaaS can be easily connected to other programs quickly and cost efficiently because they are often not fixed to a platform that uses different process architecture. On the basis of the APIs provided by the Cloud provider, SaaS can be a simple way for other applications (such as web shop software, content

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management systems, etc.) to communicate with each other. Plug-ins are even able to share information directly with desktop software applications such as Adobe Creative Suite. Bynder has numerous plug-ins available to integrate with your existing systems, including plug-ins for CMS and Adobe Creative Suite. Plug-ins can make your Bynder brand portal accessible directly from within your intranet, as well as other programs such as web shops. Scotch & Soda, one of our fashion industry clients, use Bynder API to connect their web shop directly to their Bynder brand portal. See this feature for yourself here. 3. The Cloud leads to loss of full control over data and reduces data security. Loss of Control Outsourcing data to an external Cloud often brings up questions not only regarding the availability and response times of service providers and their control levels and transparency, but also about what happens after the contract with the service provider ends. In the media, one even hears of users losing rights to their own media when placed in US-based storage programs like Dropbox. The rule of thumb in this case is always to read the Terms and Conditions and the Service Level Agreement your Cloud provider offers you carefully, and to insist on a clause that specifies retention of data rights. The SLA must also always define what happens if the software or software features are no longer available. With Bynder you will always retain the rights to your stored media this is contractually guaranteed. In our SLA, we guarantee the availability of Bynder 99.99% of the time. This means that, if inaccessible, Bynder will not be reachable for 1 minute / month at most. Read more on our availability and money-back guarantee in Bynders SLA. Data Security Each Cloud provider has their own strategies for protecting and shielding from attach the data of their customers. Large data centers such as Amazon Web Service protect stored data with high-performance technologies. The AWS security team is constantly working on developing technologies and new developments in order to protect their users from data theft. Private IT infrastructure by a company whose core competency is not IT is simply not able to offer comparable levels of security protection. In fact, in terms of data security it is advisable to rely on the expertise of companies that have long-standing experience in the construction and maintenance of data protection systems. With AWS as partner, Bynder meets the highest standards of data security. To find out more about the security measures Bynder and Amazon ensure, click here.

4. The Cloud is for large multinational corporations, not small and medium-sized companies.

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The reality is quite the reverse for small and medium-sized companies, SaaS and the Cloud provide a new way to stay competitive and keep up with larger companies. Because IT departments are normally not very large in these types of companies, it is usually impossible to attempt IT projects such as installing or even upgrading new software on the network servers. Such a project would require that the IT department deal with frustrating implementation, constant complex maintenance, and time-consuming updates. If they do occur, such IT projects need to be planned months in advance and are very costly, making immediate adaptations to employee needs almost impossible. Nevertheless, improved software can often increase employee efficiency, especially in small and medium sized companies. Using SaaS in the Cloud can reduce costs as well as risks associated with the introduction of new software to a minimum. Moreover, SaaS solutions are turnkey and do not require a large upfront investment. Customers only pay for storage capacity and user numbers that they really need, with payments made on a monthly or yearly basis. If a customer is no longer satisfied, they are free to change providers at the end of the contract period. The scalability of the Bynder media asset bank and the low user-related costs make Bynder the perfect solution for small and medium-sized businesses. You can find out more about our rates and plans here. Our optional add-on Bynder modules (such as Workflow Management, Branding Guidelines, etc) can also be adapted to the needs of both small and large enterprises. 5. The Cloud weakens the role of the IT department Many IT managers are concerned that with the use of Cloud-based software, jobs will be under threat and IT knowledge will fall to the wayside. In fact, although the preconceived notion is that SaaS weakens the role of internal IT, the reverse is often true. Thanks in part to the endless potential of Cloud-based features and the resulting increase in efficiency, companies are able to rake in higher profits. IT professionals will always be needed to initiate a dialogue with a Cloud service provider and subsequently translate the needs of different departments into service requirements.

LEGAL ISSUES AND PRIVACY LAWS

The data protection law that is most relevant for your case depends on the Cloud provider with whom you store your data. If your service provider is based within the EU, the European Data Protection Directive (Directive 95/46/EC) applies. This directive describes the minimum standards for data protection that must be guaranteed by all EU member states national laws. An important prerequisite for the directive, however, is that all relevant data must be processed only within the European Economic Area. Thus, make sure that you have a guarantee that your data center is located within the EU and your data will be legally protected under EU law, no matter where in the world your company is based. Non-EU national governments have varying levels of data protection; however, in most cases, similar protections are also guaranteed. With AWS as partner, Bynder can guarantee the highest standards of data protection. All stored media is kept in an AWS data center in Dublin, Ireland. All virtual data stored in Ireland is protected under EU law.

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DIGITAL ASSET MANA GEMENT IN THE CLOUD

HOSTING AND LICENSING
There are generally two types of solutions for digital asset managements: either you host your DAM solution yourself by running the application and storing data on an on-premise server, or your DAM service provider hosts the solution for you (SaaS). The latter solution means that you can easily access your DAM application through the Internet using a web browser. Both approaches have their own advantages and disadvantages. Advantages of a Cloud-based DAM: Small Budget: Cloud based DAM systems generally do not require a large initial investment as large sums are not needed to put the project into operation (for things like construction of server infrastructure, etc). There is no need to purchase a license instead, a regular annual or monthly sum is required. An expansion of storage space to extra capacity is generally possible in the short term. Lack of IT Support: If you do not have IT experts and/or existing infrastructure and hardware on hand, the Cloud-based DAM solution is a good option. For on-premise solutions it is necessary to take out a license, and as soon as a new version of the software is released, the existing system is outdated. Cloud-based DAM systems typically come with updates and regular maintenance included in the monthly fee. External Access: If you wish to make your DAM system accessible to external parties (people who have no access to your servers), it would be wise to opt for a Cloud-based DAM solution. A Cloud-based DAM is accessible from anywhere in the world via a web browser. Advantages of an on-premise DAM: Slow Internet Connection: If your Internet connection is unreliable or slower than your server connection, you should opt for a self-hosted solution. A Cloud solution would make you dependent on your Internet connection. All-Encompassing Control: If you wish for your IT staff to retain full control over the installation of new software versions, updating of functions, and data security, an on-premise solution would be a better fit. However, you would be responsible for backing and shielding your DAM software from hacking attacks.

COSTS
A professional DAM solution will never be free. The costs vary depending on which service provider you choose, and whether you wish to host your DAM solution on your own servers or with SaaS. When calculating your DAM budget, it is wise to plan for at least the next five years. In discerning the costs of an on-premise solution, make sure to include the hidden costs. These include frequent hardware and software upgrades (special servers, back-ups, operating systems, etc.), constant service maintenance, onetime installation fees, IT transfer fees, project management fees, as well as up-to date safety tests.

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If you are not financially able to or do not want to plan as far ahead as five years and wish to remain flexible, a Cloud-based solution would be a better option since normally all updates and support are included in the monthly fees. There are also no set-up costs. SaaS solutions are generally scalable, meaning capacity can be rapidly expanded as your business grows.

Cost Factor

Description

Software

Licensing; Updates

Hardware

Storage space; Application hosting; Server; Server Extensions; Electric power

IT

Support; Maintenance

Project Management

Date import; Implementation; Training

Security

Back ups; Regular security checks

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BYNDER FACTSHEET

Bynder Cloud FAQ: Reliability & S afety

Where are my digital assets stored? All digital assets are stored exclusively within the Amazon Web Service (AWS) data center located in Dublin, Ireland. Why does Bynder use AWS and not a more local data center? The Bynder Digital Asset Management solution puts performance, security, and reliability as its highest priority. As a result, Bynder has partnered with Amazon Web Services to provide a secure Cloud-based data storage solution. We are proud that AWS, our partner, is an industry leader in the field of data storage. Thanks to AWS, Bynder has access to a virtually limitless amount of storage space with a guaranteed uptime of 99.99% and a guaranteed shelf life of 99.999999999%. Such specifications are better than any local data center on any continent. This agreement also means that if there are any AWS uptime issues, Bynder as your service provider can guarantee that you will have access to your files (albeit, with restricted capacity). AWS is also incredibly fast. Thanks to the lightening-fast speeds of both AWS and Bynder, our content delivery network guarantees that you can search for and download your assets at the same rapid pace no matter where you are in the world. Whether in Beijing or New York, your users and site visitors will never face delays in loading media. What does 99.999999999% data durability mean? Data durability describes the probability that your stored data will be lost. Bynders reliability level corresponds to an expected annual loss of 0.000000001% of data. In other words, if you store 10,000 objects with Bynder, you can assume that a single object will be lost on average once every 10 million years. How reliable is 99.99% reliable really? Having AWS as a partner makes Bynder a highly scalable, reliable, fast, and cost-effective storage infrastructure. Our SLA guarantees an availability of 99.99%, which means that Bynder will not be accessible for 1 minute per month at most. Is my data protected from attacks? With AWS as a partner, not only are infrastructure problems basically eliminated, security risks are also drastically reduced. AWS has a certification of ISO27001 and has a fully implemented comprehensive safety concept for the operation of its data centers.

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The highly secure data centers AWS operates work with electronic surveillance and multi-factor access control systems. AWS hires only professionally trained security staff to guard the premises around the clock. Access is authorized strictly according to the principle of least privilege. Environment monitoring systems are designed so as to minimize the effects of operational interruptions. The virtual AWS infrastructure has been designed so that optimal availability guarantees complete protection and isolation of customer data.

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About the Bynder Brand Portal Solution

Bynder Digital Asset Management software is used to create an incredibly user-friendly professional solution to saving and sharing media. Thanks to the upload function, all forms of media can be imported quickly, with metadata processed simultaneously as the media upload. The Google-like search feature allows you to search and find relevant files in seconds. Bynder is thus easy to use, safe, and allows you to reduce the cost and complexity of marketing operations by increasing the efficiency of your marketing, design, and communications staff. Thanks to our practical workflow management, on-demand publishing, and brand portal features, you can observe media projects progress from the earliest stages of creation to publication using just one program. Bynder is a Cloud-based DAM system - there are no additional installation, maintenance, support, or update costs on top of your monthly fees. Visit our website here in order to try a Bynder free trial.

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