Tag Archives: Google Drive

FileThis launches document and client portal for financial professionals

Posted on September 11, 2014 by in Compliance, Technology

FileThis enhances document fetch capabilities with a client portal for financial professionals. Image courtesy of FileThis, Inc.

FileThis enhances document fetch capabilities with a client portal for financial professionals. Image courtesy of FileThis, Inc.

FileThis automates the collection and archiving of clients’ important records

FileThis, a startup based near Silicon Valley, released a version of its electronic document retrieval and storage service for financial professionals.

In a broadcast last year (watch FPPad Bits and Bytes for August 16), I highlighted FileThis Fetch, a service that connects to users’ financial accounts to capture electronic statements and PDF files, routing them to the user’s storage service of choice, including Evernote, Dropbox, Personal, and Google Drive.

FileThis Client Portal

Aimed at reducing lost or undelivered documents by clients, the FileThis Document and Client Portal uses the company’s same Fetch process to capture files from a variety of financial institutions including banks, credit card companies, investment accounts, and more.

The new Document and Client Portal adds on administrative features financial advisers should find very useful. Advisers can invitations to use the FileThis platform from the dashboard.

Once clients activate their accounts, they can begin to link financial accounts to FileThis so the platform can fetch related documents and statements.

Automatic Organization

FileThis attempts to automatically identify and categorize documents fetched by the platform to sort them into meaningful categories.

Documents can be stored in cabinets that correspond to high-level categories such as education, financial, and vital records.

Documents are also identified by accounts using vendor names like AT&T and Bank of America. Finally, individual documents are tagged with metadata to identify the content of the document, including bills, statements, invoices, and more.

Security

Any service that retrieves and stores sensitive financial information must have high security protections in place.

FileThis follows bank-level security procedures to ensure the safety and security of the information it stores.

Data to and from FileThis is sent using 256-bit SSL, and account credentials are encrypted using AES 256-bit encryption. Much more information on the FileThis security features can be found on this page: https://filethis.com/security/

Pricing

With the launch of FileThis Documents and Client Portal, FileThis is offering introductory pricing for new users.

The starter plan is $49 per month for one admin, and the admin account permits up to 50 login accounts for end users, i.e. clients.

Firms that need more accounts for clients should consider the $99 per month plan with two admin accounts and support for up to 400 client logins.

Pricing information for more than 400 client logins can be viewed at the bottom of this page: https://filethis.com/pro/

 

FPPad Bits and Bytes for March 28

Posted on March 28, 2014 by in Bits & Bytes

On today’s broadcast, cybersecurity takes center stage at FINRA and the SEC, what you need to do to protect your business from attacks. Amazon launches its cloud desktop service to the public. Does this mark the end of plain old desktop in your business? And two growing providers form a new joint venture to take your portfolio management efficiency to the next level.

So get ready, FPPad Bits and Bytes begins now.

(Watch FPPad Bits and Bytes on YouTube)

Today’s episode is brought to you by Orion Advisor Services, the nation’s largest privately held portfolio accounting service bureau.

Orion Advisor Services

Providing full-service data reconciliation, advisory fee billing, Salesforce integration, mobile apps and more, Orion believes it’s time for you to enjoy your business again. Visit fppad.com/orion for more information.

Here are the links to this week’s top stories:

Top Cybersecurity Threats for BDs, Advisors from ThinkAdvisor, and

SEC Cybersecurity Roundtable Webcast from SEC.gov

[Leading off today’s broadcast is an update from FINRA and the SEC highlighting cybersecurity threats faced by advisors and broker-dealers. In a roundtable event held in Washington DC this week, regulators and industry representatives acknowledged that the number one cybersecurity threat to firms of all sizes is the unauthorized account takeover.

This happens when a hacker compromises an investor’s username and password credentials, or manages to take control of an investor’s email account. The hacker then proceeds to liquidate holdings and transfer money to outside accounts, or even poses as a client with a convincing story to get advisors to transfer funds to an outside account, a clever tactic known as spoofing.

Both FINRA and the SEC acknowledge they must play a role in this area, but neither provided details on what exactly that role should be, and if any advisor exams are to include cybersecurity audits, they are likely to start in the fall of 2014 at best.

Until then, here’s what I recommend you do: First, update your compliance manual with policies for what you do when faced with a cybersecurity attack.

Second, train everyone in your organization so they’re familiar with the common tactics from hackers, including phishing, spoofing, and reverse social engineering. And finally, invest in technology to boost your security, like activating multi-factor authentication, deploying firewalls, and even using phishing simulation software that I highlighted in episode number 115.] The top risks broker-dealers face in dealing with cybersecurity threats are operational risk, “insider” risks posed by rogue employees and hackers penetrating BD systems, Daniel Sibears of the Financial Industry Regulatory Authority said Wednesday at the Securities and Exchange Commission’s cybersecurity roundtable.

Amazon WorkSpaces, Amazon’s Cloud Desktop Service, Launches To Public Along With New Sync Client from TechCrunch, and

Amazon WorkSpaces from Amazon

[Next up is news from Amazon, as the company announced the general release of its virtual desktop solution to the public called WorkSpaces.

WorkSpaces is squarely aimed to take on other virtual desktop providers like Citrix, VMWare, and Microsoft, and with pricing ranging from $35 to $75 per month for each user, WorkSpaces is roughly half the price of the competition. If you’re looking to get rid of your aging server and move all of your core software to the cloud, Amazon WorkSpaces just became a very compelling option.

Plus, with the introduction of a new WorkSpace Sync application, you can backup and synchronize up to 10GB of documents between your WorkSpaces, the Amazon Simple Storage Service, and even your local desktop computer. This gives you a secure and reliable document storage alternative to consumer services like Dropbox, Box, Google Drive, and Microsoft OneDrive that you might be using today.] Amazon WorkSpaces, the company’s virtual desktop computing environment introduced last fall at the AWS re:Invent conference, is today available to the public.

Orion Advisor Services, LLC and Total Rebalance Expert (TRX) Form Joint Venture; Announce Technology Integration from PRNewswire.com

[And finally, two popular providers in portfolio management and rebalancing software, Orion Advisor Services and Total Rebalance Expert, announced a new joint venture this week called the “Total Technology Platform.”

The two companies first integrated their solutions back in October of 2012, enabling the import of account, transaction, and tax lot data from Orion directly into TRX with a single click.

But this latest venture goes beyond bidirectional integration, as users of Orion will now be able to access TRX directly from within the Orion platform. At the same time, both companies said they are committed to maintaining open-architecture platforms rather than hold advisors captive to one bundled solution.

Orion users can still take advantage of integrations with Blaze Portfolio, iRebal from TD Ameritrade Institutional, and Rebalance Express from RedBlack Software, and TRX users can continue to import data from Morningstar Office, Portfolio Center from Schwab Performance Technologies®, Advent’s Black Diamond Performance Reporting and more.] Total Rebalance Expert (TRX) and Orion Advisor Services, LLC (Orion) announced today a joint venture between the two companies to provide a “Total Technology Platform” designed to simplify and streamline the portfolio management process.

Here are stories that didn’t make this week’s broadcast:

Box Unveils First Standalone Product And New API Pricing At Inaugural Dev Conference from TechCrunch

New Kitces Network to Target Planners for Gen X & Y from Financial Planning

Office 2 HD for iPad is now Citrix ShareFile QuickEdit, drops $7.99 price to become free via iTunes

 

Watch FPPad Bits and Bytes for March 28, 2014

Watch FPPad Bits and Bytes for March 28, 2014

FPPad Bits and Bytes for March 14

Posted on March 14, 2014 by in Bits & Bytes

On today’s broadcast, Google Drive adds new features with third party add ons. Find out which ones will help you be more efficient. A new startup emerges to help advisors compete against “robo advisors.” How their partnership with a leading network of planners could change the mass-market advice model forever. And, find out about the biggest mistakes you should avoid before you upload your first video to YouTube.

So get ready, FPPad Bits and Bytes begins now.

(Watch FPPad Bits and Bytes on YouTube)

Today’s episode is brought to you by Wealthbox CRM. Wealthbox is collaborative, social, and outrageously simple CRM for financial advisors.

Wealthbox CRM

Sign up for a free trial today by visiting fppad.com/wealthbox

Here are the links to this week’s top stories:

Google launches Docs plug-ins to better compete with Office from PCWorld, and

The Best Add-Ons for Google Drive from Lifehacker

[Three weeks ago, I covered news from Microsoft as they changed the name of SkyDrive, their cloud-based file storage solution, to OneDrive, and added several useful features to the service. Not to be left out, Google announced this week that it is extending the functionality of Google Drive with third-party plugins.

The new feature, called “add-ons,” allows users to enhance the Docs and Sheets office apps similar to what you can to today with Extensions in Google Chrome or packaged apps for ChromeOS. So what are the best new add-ons you can start using today?

The first is HelloFax, which allows you to send a file from Google Docs to any fax number by simply clicking on the HelloFax add-on and typing in the destination phone number. Now you can finally get rid of your fax machine and return it to 1985. Next is an add-on called Mapping Sheets, which lets you create custom Google Maps using data in a Google Sheet file. So for example, if you wanted to quickly map the addresses of all your clients, you could create a Google Sheet with the data and use the Mapping Sheets add-on to easily make the map.

And last is an add-on called Track Changes, which is one of the features where Google Docs underperformed its Microsoft Office counterpart. The new Track Changes add-on now essentially replicates the track changes feature found in Microsoft Word, closing the gap between the two programs, at least for the time being.] Yesterday, Google introduced add-ons for Google Docs and Sheets. These add-ons allow you to add all kinds of functionality to your documents, including signing faxes, creating bibliographies, and more.

Garrett Planning Network To Make Guide Financial Available to Its Network Of 300+ Advisory Firms from PRNewswire

[Next is news from a company new to the advisor technology marketplace called Guide Financial. Guide works in a similar fashion to Mint.com, as it aggregates data from banking, credit card, and investment accounts, but Mint.com doesn’t have an advisor dashboard, which is where Guide steps in.

Recognizing the potential of Guide’s dashboard, the Garrett Planning Network announced this week that it will begin to private-label the Guide online portal to the Network’s 300 plus advisory members.

This is a clever agreement between the two companies, as the online portal form Guide will help Garrett members boost their client-facing technology, squarely taking on the competition from robo advisor services that are proving to be very attractive to Gen X and Gen Y clients.

Pricing details of the private-labaled portal weren’t disclosed in the press release, but you can sign up for your own 15-day free trial to test Guide Financial on your own and watch their presentation from Finovate Fall 2013 by visiting the links to this week’s top stories.] Guide Financial (www.guidefinancial.com), a web-based service provider targeted to financial professionals at advisory firms, banks and insurers, announced today that it has reached an agreement to make its service available to the over 300 advisory companies in the Garrett Planning Network.

Guide Financial Finovate Fall 2013 Video

 

YouTube secrets for financial advisers from FPPad

[And finally, you’re probably watching today’s broadcast on YouTube, and you might be considering uploading your own video content to get discovered on the world’s second largest search engine. But before you get started, do you know what the top mistakes advisors are making on YouTube?

Earlier this week, I joined Joe and Luke Simonds in a lively Google+ Hangout to talk about the opportunities of YouTube content, but we also highlighted the biggest mistakes some advisors are making when they post content online. These mistakes include not getting compliance to review a script prior to filming, not making your own thumbnail images, and not using video annotations and hyperlinks to their fullest potential.] Effective video thumbnails, annotations, and hyperlinks are the biggest missed opportunities on YouTube for financial advisers

And stories that didn’t make this week’s broadcast:

Save more with Google Drive from Google

We’ve lowered the price of our monthly storage plans to $1.99 for 100GB (previously $4.99), $9.99 for 1TB (previously $49.99), and $99.99 for 10TB, with even more storage available if you need it.

4 New Advisor Tech Trends from Financial Planning

For advisors, technological change can seem both lightning fast and very slow.

 

Watch FPPad Bits and Bytes for March 14, 2014

Watch FPPad Bits and Bytes for March 14, 2014

FPPad Bits and Bytes for February 21

Posted on February 21, 2014 by in Bits & Bytes

On today’s broadcast, why did Microsoft rebrand several of its services, and how might it change the tools that you use, how one large RIA’s technology change created a time savings of over 40%, and a new collaboration hopes to eliminate concerns over support for one Salesforce overlay provider.

So get ready, FPPad Bits and Bytes begins now!

(Watch FPPad Bits and Bytes on YouTube)

This week’s episode of Bits and Bytes is brought to you by Total Rebalance Expert, the industry’s largest, privately owned portfolio rebalancing software provider.

Total Rebalance Expert

Fresh off its acquisition of PowerAdvisor, TRX offers advisors tax-efficient rebalancing, an easy to use interface, and more, all at an affordable price. Learn how you can gain a half a million dollar return on your technology investment by downloading their latest white paper at fppad.com/trx

Here are this week’s top stories:

Microsoft launches Office Online in battle with Google Drive from TheVerge.com,

Microsoft SkyDrive Morphs Into OneDrive, Bringing New Features from Mashable, and

Microsoft and DocuSign announce strategic partnership to bring eSignature to Office 365 customers from Microsoft

[Now occasionally I get feedback that I don’t pay enough attention to Microsoft, so Mike, this week’s lead story is just for you! The world’s largest software company just announced the rebranding of several of its product lines, beginning with its free web-based versions of Word, PowerPoint, and Excel, formerly known as Office Web Apps.

The company acknowledged that using the word ‘apps’ led to some confusion among its customers, as many assumed that native Office apps for iOS and Android were available, so now Microsoft is referring to the web-based tools as Office Online. While this move hopefully will clear up confusion over the different versions of Office available, no new features were released to coincide with the rebranding. Office Online will continue to store files in the cloud, which leads me to the second story about Microsoft.

Microsoft’s answer to online storage services like Dropbox, Box, and Google Drive has been SkyDrive, but this week the company rebranded SkyDrive to OneDrive, due to a legal dispute over the use of the word ‘Sky.’ Unlike the Office Online name change, OneDrive’s launch DID come with a series of new features.

OneDrive users can now automatically upload photos from their Android devices, which previously was only supported on iOS and Windows Phone. Online collaboration has also improved, as real-time editing in Office 365 documents is now done character by character. And subscriptions to OneDrive are now available on a monthly basis in addition to the annual subscription previously required under SkyDrive.

And rounding out the Microsoft trifecta this week, the company announced that eSignature support will be coming to Office 365 users through a new partnership with DocuSign. Expected to roll out in March, Office 365 users will be able to submit and sign documents using DocuSign without leaving their Microsoft applications. So if you use Microsoft documents for your internal client agreements and disclosure materials, the DocuSign integration should help you further streamline the e-signature process as you complete the on boarding of new clients.]

How a $5 billion RIA’s Laserfiche conversion generated time savings of 40% from FPPad

[Next up is a fascinating case study from a large RIA about its search for a robust electronic document management solution. At last week’s T3 conference, Jim Anderson of CLS Investments highlighted the firm’s approach to converting from IBM FileNet, its legacy content management system, over to a new implementation with Laserfiche. The RIA, which manages more than $5 billion in assets, migrated over 1.5 million documents into Laserfiche, and Anderson estimated that in the first year alone, the firm has realized a time savings of roughly 40%.

There’s a lot more to the story, including a time Anderson said everyone acted as if their hair was on fire, so be sure to get the link to read all the details.] One $5 billion RIA converted 1.5 million documents to Laserfiche in less than a year, saving the company 40% of its collective time

AppCrown Collaborates With a Global Services Major to Help Market, Deliver and Support Their Integrated Financial Services Platform in Banking and Wealth Management from PRWeb

[And finally, many of you who use Salesforce for your CRM might be familiar with AppCrown, the financial services technology provider built on the Salesforce.com platform. In prior years, AppCrown received criticism for failing to provide adequate support to its users who were implementing Salesforce in their business.

So to beef up its support, AppCrown just announced a new collaboration with Mphasis, a global service and solution provider owned by HP. It remains to be seen how the collaboration with Mphasis will improve AppCrown’s support of its financial advisor users, but if concerns about support have stalled your implementation plans, it might be time to reconsider whether AppCrown’s version of Salesforce could be a potential solution for you.] AppCrown, the leading provider for cloud based financial systems across CRM, Banking & Wealth Management, today announced its intent to partner with Mphasis.

 

Watch FPPad Bits and Bytes for February 21, 2014

Watch FPPad Bits and Bytes for February 21, 2014

FPPad Bits and Bytes for August 16

Posted on August 16, 2013 by in Bits & Bytes

On this week’s broadcast, Fidelity shows what Google Glass might do to change wealth management, a startup looks to tame the onslaught of digital statements, controversy over GMail’s privacy policy, and more.

(Watch on YouTube) This week’s edition of Bits and Bytes is brought to you by Orion Advisor Services, the nation’s largest privately held portfolio accounting service bureau.

Orion Advisor Services

Providing full-service data reconciliation, advisory fee billing, Salesforce integration, mobile apps and more, Orion believes it’s time for you to enjoy your business again.

Visit fppad.com/orion for more information.

Fidelity Market Monitor for Glass from Fidelity Labs

[First up this week is news from Fidelity Labs which just developed, oh wait, I just got a stock alert from my glasses. Right! Fidelity Labs developed an app for Google Glass, Google’s entry into the wearable computing market. Using the app, anyone donning Google’s controversial glasses can log in to their Fidelity account with voice authentication, get real time quotes by taking a picture of a company logo, and receive trading alerts. While the app is a glimpse of the not-too-distant future of mobile computing, I would not be surprised to see many of the quote and news-related updates provided by default in the Google Glass operating system. Still, the ability to perform account-related functions without having to hold a device in your hand can prove to be very popular, especially as wearable computing devices mature and become more socially acceptable.] Fidelity Labs is participating in a Google early developer program, and is working with a prototype of Google Glass to better understand the technology and how it may benefit our customers.

FileThis Fetch iPhone app available from FileThis

[Next up is news from a start-up in California called FileThis, which is new to my radar. Many of you are slowly making the transition to a paperless office, but you also should recognize how you can help clients make the transition to a paperless home. Nearly all of the major financial institutions provide statements we can download, but with ten or twenty accounts spread across banks, credit cards, and investments, it can easily take hours on the weekend to download and organize everything. This is where FileThis comes in. This week, FileThis released a free app for iPhone and iPad called FileThis Fetch. Within a few minutes of creating a free account, users connect their financial accounts and FileThis will automatically Fetch electronic statements and PDF files, and then route them to the user’s destination of choice, including Evernote, Dropbox, Personal, and Google Drive. Six connections are available for free, and users can purchase up to 30 connections for just $5 a month.] FileThis, a Marin, California-based startup, today announced the availability of an iPhone app for its award-winning FileThis Fetch service that lets consumers go paperless

No, Google did not say that there is no privacy in Gmail from TheNextWeb.com

[In online privacy news, Google’s GMail service made headlines this week as the company’s lawyers cited case law where, now I’m summarizing here, users of web-based email services cannot have a legitimate expectation of privacy when voluntarily turning over information to third parties. Websites like Consumer Watchdog and Gizmodo crafted pretty sensational headlines this week, making it sound as if Google had all but given up on protecting users’ privacy when they use the company’s free GMail service. But that’s not entirely true. Josh Ong at The Next Web helped clarify what Google’s lawyers actually said, and pointed out how their quote was taken out of context and blown out of proportion. But as an advisor, you should be concerned about how much information you volunteer to third party services, and would be well served by using business-class providers that have clear and explicit privacy policies. This means using email from Google Apps for Business, Redtail Email, Smarsh, and many more.] Earlier on Tuesday, Google was quoted by Consumer Watchdog, RT.com (Russia Today) and Gizmodo as having argued in a legal motion that customers have “no legitimate expectation of privacy”, but the quote has been taken out of context.

Video Creation 101 for Advisors – Join the Webinar! from Advisor Websites

[And finally, if this is the first Bits and Bytes broadcast you’ve watched, or you caught all three, you might be inspired to start your own broadcast to raise your own online profile or communicate with clients in new ways. If so, you’re in luck, because I’m teaming up with Advisor Websites to broadcast a free webinar about Video 101 for Financial Advisors. So clear your calendar for Tuesday, August 27th at 2pm Eastern, 11am Pacific, and sign up for this free webinar.] Advisor Websites is thrilled to announce that we’ll be presenting a brand new, action-packed webinar with our friend and trusted financial technology expert, Bill Winterberg! Join us as we present a comprehensive and simplified explanation designed to help you begin creating and sharing video content online.

FPPad Bits and Bytes for February 22

Posted on February 22, 2013 by in Bits & Bytes

The Mobile Adviser, debuting at FPA Business Solutions 2013, March 7-9, Chicago

The Mobile Adviser, debuting at FPA Business Solutions 2013, March 7-9, Chicago

My latest slide deck is finally complete. It’s titled The Mobile Adviser: Everything financial advisers need to know to be safe, connected, and productive in the Mobile Age.

I’m debuting The Mobile Adviser at FPA Business Solutions 2013 in Chicago on March 7-9, so register for the conference here to be among the first to see it.

Here are this week’s stories of interest:

HiddenLevers Launches Portfolio Stress Testing App to Help Advisors Generate Leads from MarketWire.com

[Highlighted in my update from T3 (see: T3 2013: Top technology to put on your radar), HiddenLevers officially announced their lead generation add-on component to portfolio stress testing. Check out http://rca-online.com/ and click the button on the right-hand column to see this in action. I think it’s a great feature.] HiddenLevers, the portfolio stress testing toolkit of choice for RIAs, Private Wealth and Family Offices, launches a lead-gen application to help Advisors promote their portfolio stress testing capabilities.

Which Portfolio Rebalancing Software is Right for You? from WMToday

[Craig Iskowitz, Managing Director and founder of Ezra Group, has been a part of the financial planning technology blogosphere since February 2009, but I only just encountered his content. If you’re not following Craig (@CraigIskowitz on Twitter) or subscribing to his content, consider doing so. Craig also attended T3 last week and provides a great two-part recap of the rebalancing software panel discussion. If you’re in the market for rebalancing software or want to see how yours compares with new entrants in the market, Craig’s coverage is a must read.] This is a summary of panel discussion from the Tools and Technology Today (T3) Conference that took place February 11-13, 2013 in Miami, FL.

Your Tweets Are More Important Than Your Résumé from BusinessInsider.com

[I’m branching out a bit here with an interesting take on the résumé of the future. Here’s a company that isn’t taking traditional résumés for a job opening (granted, they’re hiring a “six-figure senior social media position”), but rather considering social metrics like Klout score, active Twitter followers, and more. If you’re hiring, do you take social influence into account? And what if your top candidate has significant social influence, do you think that’s actually a risk to your organization?] By now, many employers think that who you are online is more revealing of your character than a résumé. Some companies have decided to stop accepting paper résumés altogether.

Portfolio Pathway and Redtail Technology announce integration from PortfolioPathway.com

[Portfolio Pathway is now in my watch list as another web-based portfolio reporting solution. Their straightforward pricing on top of the typical account aggregation, client portal, and custom report features should be attractive to up-and-coming RIAs as well as breakaway brokers looking for a light footprint when they start out on their own. This announcement of a Redtail CRM integration is also a good sign of collaboration with the industry’s leading software providers.] Portfolio Pathway, the web-based portfolio management system, announced today they have completed integration development with Redtail Technology’s innovative web-based Client Relationship Management (CRM) solution. Advisors using Redtail will be able to view all account data from Portfolio Pathway.

RedBlack Integration with Scottrade® Advisor Services from RedBlackSoftware.com

[Increasing integrations is the best way for any financial services technology provider to gain wider adoption. Here, growing rebalancing software provider RedBlack now connects with Scottrade to retrieve account information from the no-minimum-assets-required custodian. According to RedBlack Chief Software Architect Roel Vlemmings, this marks the company’s 22nd integration with a 3rd party provider.] RedBlack Software today announced the successful integration with Scottrade® Advisor Services. Registered Investment Advisors that custody with Scottrade® Advisory Services can now seamlessly import their portfolio data into RedBlack, use the RedBlack platform to rebalance and trade client accounts and households, and submit trades to Scottrade® for execution.

1st Global Announces New Partnership with AppCrown LLC from 1stGlobal.com

[Very interesting! Having lived in Dallas for three years, 1st Global had a good footprint with regional (and national, too) CPAs and wealth management firms seeking technology solutions from an affinity partner. Now, AppCrown’s Salesforce ISV platform (see: Salesforce for financial advisers solicits bipolar reactions; AppCrown attempts to resolve disjointed CRM) will be rolled out to all of 1st Global’s 400 affiliated firms by the end of the year.] 1st Global, a research and consulting partner of select CPA and wealth management firms, and AppCrown LLC announce a strategic partnership to deploy a cloud-based solution that delivers client relationship management, straight-through processing and business cycle management for wealth management clients.

Preview files in Google Drive from GoogleDrive

[You have dozens of choices among cloud file storage services, including Google Drive. Subtle features differentiate the services, and since you’re trying to be as efficient and productive as possible, you shouldn’t waste time trying to preview documents stored in the cloud. In a race to match file preview features present in other services, Google Drive now offers preview for roughly 30 file types.] It may sound obvious, but sometimes the best way to find something is to start looking. Beginning today, Google Drive will let you quickly preview more than 30 file types and quickly flip between files until you find the one you want.

Should Financial Advisers use Google Drive?

Posted on April 26, 2012 by in Compliance

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.