FP Pad | Financial Planning Technology Blog

Broad terms of service language likely makes the latest cloud file storage service off limits for client files

Earlier this week, Google entered the increasingly-crowded market of cloud-based file storage services by introducing its own utility called Google Drive.

Google Drive offers convenient access to files from any device, but advisers may want to keep client files off the service

There are a number of popular cloud file storage services available today, with Dropbox, Box, SugarSync, and ShareFile generating the most buzz and interest among financial advisers. Generally, these cloud file storage services give users the ability to back up selected files and folders to servers in the cloud and enable remote access to those documents using mobile apps and web browser interfaces.

Ever since these services launched, financial advisers have questioned whether or not they’re safe to use for the storage of client files.

Last year I wrote Dropbox for Financial Advisers: Is it Safe? which continues to receive consistent traffic from advisers seeking opinions on whether or not using such services will violate any regulatory rules (the short answer is yes, but with conditions. Read the full post for details.).

Safe for Client Files?

With Google Drive, advisers want to know the same thing: is it ok to use to store files containing client information?

I believe the answer is no.

Google’s terms of service explain how the company may use files and information stored on a variety of its services, including Google Drive. Here is the relevant section for advisers:

Your Content in our Services: When you upload or otherwise submit content to our Services, you give Google (and those we work with) a worldwide licence to use, host, store, reproduce, modify, create derivative works (such as those resulting from translations, adaptations or other changes that we make so that your content works better with our Services), communicate, publish, publicly perform, publicly display and distribute such content. The rights that you grant in this licence are for the limited purpose of operating, promoting and improving our Services, and to develop new ones. This licence continues even if you stop using our Services (for example, for a business listing that you have added to Google Maps).

The terms give Google the license to publish and publicly display content uploaded to their services. In addition, that license continues long after use of the services is discontinued.

Sure, for a listing on Google Maps, the terms make sense. But for files stored on Google Drive, applying the same terms can mean there is no limit to how long Google has the option to use your content.

Google Drive may ultimately prove to be the product that disrupts the cloud file storage market, but for now, financial advisers should stay clear of the service and never use it to store files containing client data.

It’s “G-Day” for advisers, so today’s Bits and Bytes update has been posted to Google+.

Go see it: https://plus.google.com/109199896143956110609/posts/gwbgaSU3F8T

Two technology vendors that have been featured on FPPad before, ByAllAccounts and Tamarac, today announced a partnership to add ByAllAccounts’ account aggregation capabilities to the Tamarac Advisor® integrated portfolio platform.

Click here to read the press release ByAllAccounts and Tamarac Deliver All-in-one Platform for Financial Advisors to Streamline Operations and Workflow.

Read More…

Here’s another follow up to a topic I’ve discussed before on FPPad (Reinvent Your Presentation Style).

Consider what you are trying to accomplish when you deliver a presentation, be it to allied professionals evaluating your firm, potential clients, or guests at a client appreciation event.

Often the most effective way to deliver your message can be accomplished through three simple tips shared by Dan Heath, co-author of Made to Stick.

Click here to view Made to Stick: Giving Presentations, Dan Heath’s three and a half minute video on FastCompany.com

Yes, posts to FPPad have been sporadic of late, but trust me, work is going on behind the scenes.

In particular, I’ve been working with several individuals on communicating the risks and responsibilities when it comes to using client login credentials (e.g. login and password) to access captive or held-away accounts.  As client services continue to expand, advisers are aggregating information on held-away accounts to generate reports that include all of a client’s assets, not just those that are held with the adviser’s custodian of choice.

Last week, I participated on a webinar hosted by ByAllAccounts that addressed the issues of custody when adopting this practice.

Today, Advisor Perspectives has published my article titled The Custody Conundrum.  I trust that you will find most of the answers to your questions when it comes to custody and the practice of retaining and using your clients’ account logins.

Read More…

Interesting developments have occurred over at Financial Advisor magazine’s online extras this week.  First, on April 6, Dr. Somnath Basu wrote an article titled Restoring Trust in the CFP Mark.  I encourage you to read it.

While Dr. Basu is correct that the industry needs to do better in its service to clients, he lumps CFP® practitioners together with all financial service professionals, whether they be regulated or not.

So in response, CFP Board CEO Kevin Keller published a response to Dr. Basu titled In Defense of the CFP Mark.  Keller clarifies several of Dr. Basu’s misconceptions in his original article and stresses how all advisers must operate with “full accountability and transparency” to clients.

Take a few mintues to read these articles and post comments on FA Magazine’s website.

Update: Now read this post by Dr. David Edward Marcinko at the Medical Executive Post. Dr. Marcinko finishes his comments with this:

And so, why do I shake my fist at Somnath Basu? It’s admittedly with congratulations, and a bit of schadenfreude, because he wrote an article more eloquently than I ever could, and will likely receive much more publicity [good or slings-arrows] for doing so. You know, it’s very true that one is never a prophet in his own tribe. Oh well, Mazel Tov anyway for stating the obvious, Somnath. The financial services industry – and more specifically – the CFP® emperor have no clothes! Duh!