Cloud-based e-mail and document archiving: uncomplicated, high-performance, audit-proof


Website:
www.inoxision.de
Industry:
Software as a Service
About

inoxision GmbH from Neuenmarkt in Upper Franconia develops software for e-mail and document archiving for small and medium-sized companies. In addition to the on-premises version, the company has also been offering a cloud-based Software-as-a-Service variant for several years now: inoxision NOW.

Using the test environment on the gridscale website, we configured a suitable cloud infrastructure in a very short time, and two hours later the first machines were already running. Within only 15 minutes we also received competent answers to questions we had. And that on a Saturday.

Andreas Reichmann, CEO, inoxision GmbH

inoxision GmbH from Neuenmarkt in Upper Franconia develops software for e-mail and document archiving for small and medium-sized companies. In addition to the on-premises version, the company has also been offering a cloud-based Software-as-a-Service variant for several years now: inoxision NOW.

A special feature of inoxision is the distribution via more than 350 partners, mainly system houses, which have built up a large customer base for the software provider. The cloud offer inoxision NOW is also offered exclusively through the partner companies. As a preferred cloud provider, gridscale is the first choice for operating the application and already manages many millions of archived e-mails and documents of inoxision customers. According to inoxision, the easy handling of the gridscale platform, the constant performance parameters, but also the productive collaboration on equal terms make the difference to worldwide providers and anonymous mass services.

STARTING POSITION & OBJECTIVES

As a fail-safe enterprise IT solution, the operation of inoxision NOW is distributed over two data centers. For primary application operation, the software manufacturer initially relied on the global cloud computing services offered by inoxision NOW. »The mix of high complexity and limited support quickly disappointed us with the large platforms«, recalls inoxision CEO Andreas Reichmann. »In addition, there were large fluctuations in the stability and performance of the infrastructure. For us, it was a no-go for a business software as central as inoxision NOW from the customer’s point of view.« In the summer of 2017, more consistent performance, easier-to-use technology and significantly more customer support were therefore the top priorities when selecting a new preferred provider as a recommendation to the inoxision partners. In addition, there were stricter requirements for DSGVO, data protection and auditing acceptability. »Archiving is already by definition a topic oriented towards long-term and security«, adds Andreas Reichmann. »That is why a cloud provider based in the local legal area and under the German data protection regime was mandatory for us.«

REALIZATION

gridscale came to the attention of the software manufacturer through a Google search. »Using the test environment on the gridscale website, we configured a suitable cloud infrastructure in a very short time, and two hours later the first machines were already running«, Andreas Reichmann is still impressed. »Within only 15 minutes, we also received competent answers to questions we had. And that on a Saturday. Actually, our selection process was almost complete.«

Migration and rollout in record time

Since then, inoxision NOW has been provided on the basis of the gridscale cloud platform. Thanks to the visual representation of the user interface, the appropriate infrastructure could be planned and rolled out in the shortest possible time. Since both the application and the cloud platform are implemented as open and multi-client capable architectures, the migration succeeded quickly and without any problems. From the user’s perspective, both software variants – whether operated locally or used as SaaS – look identical and are operated via the same web-based user interface. The software can be integrated into other commercial applications such as CRM or financial accounting via an integration client.

EU data protection in German data centers

Medium-sized companies in particular are skeptical about cloud services from the US market leaders and are pushing for high levels of data protection. This applies to business-critical applications like archiving software in a very special way. Due to the software provision and data storage in the certified TIER 3 high-security data centers of gridscale, inoxision NOW customers can rely on a high level of conformity with all rules of the DSGVO and can also implement demanding requirements for compliance and audit security. With the Trusted Cloud certification of the Federal Ministry of Economics and Energy (BMWi), gridscale was also awarded as a particularly trustworthy cloud provider.

Archiving requires flexible storage

Archiving applications also have a peculiarity: they use comparatively little computing capacity, but place high demands on data storage. There is also a permanent base load for mail archiving, as companies archive their e-mails as soon as they arrive. The very large e-mail inbox therefore represents a large share of the daily workload of the cloud solution. In addition, new documents are added regularly. The storage area per customer is therefore designed for large volumes and permanent growth. However, it is difficult to predict how quickly the storage capacity will grow. Thanks to the cloud platform’s arbitrary sizing and scaling options, additional requirements can be easily configured via the gridscale panels and mapped during operation.

Data retrieval in milliseconds

Regularly, inoxision NOW customers must be able to quickly access documents in their archive. With gridscale, the storage structures in the data centers are available as quickly as with local data storage on hard disks. »Many millions of documents are currently stored and managed via inoxision NOW«, explains Andreas Reichmann. »Even with a full-text search, the search speeds are well below one second and occur almost in real time.« The fast data retrieval enables an immediate response to requests for information on business transactions from longer ago, audits or the storage of personal data according to the European Union’s Data Protection Act (EU-DSGVO).

CONCLUSIONS

In addition to the technical performance parameters of the cloud platform, project success and long-term partnership are usually decided by a trustworthy and uncomplicated collaboration in everyday business. »As a medium-sized company, we also want our partners to be highly flexible and have a pragmatic view of the essentials«, summarizes Andreas Reichmann. »Especially in the business-critical enterprise IT environment, reliability and consistency are of great importance. Anonymous mass services are not an alternative in our view.«

Thanks to billing consistently according to resource utilization, costs also remain flexible. Larger investments and jump-fixed expenses as with in-house IT operations are avoided – an often decisive competitive advantage for the economic success of an attractive Software-as-a-Service offer. For the future, the software house is therefore focusing on expansion and plans to further extend its cooperation with gridscale. The focus will be on greater use of Platform-as-a-Service services, but also on sophisticated private cloud scenarios.

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