Extranets and External IT - Essay Example

Extranets and External IT Introduction There is an increasing need to deal with data security issues in any company. With the introduction of internet services, many professional hackers have come up, raising the need for data security. The internet provides a central storage structure in which companies can store large quantities of data concerning their organization. The ease and efficiency of international transactions has improved tremendously since the inception of the internet. Businesses all over the world are fighting for a share in the international market. Clients can order and pay for goods in overseas market. Many companies have reports of their systems being hacked by people in other countries. The need to maintain data security and confidentiality across the internet has resulted to the rise of intranets and extranets (Paswan 40). This paper explores an in-depth analysis of extranets and external IT. 2. Extranet An extranet is a private virtual space in which organizations securely collaborate, share information with partners, suppliers, vendors or their customers. For instance, a partner extranet enables management to carry out joint tasks, sales extranet contains order forms and directories for the sales team. Extranets are closely related to the intranet and the internet. An intranet is a collection of private computer networks within an organization. These computers use various internet tools such as TCP/IP, Wi-Fi, Ethernet, web browsers and web servers for communication (Paswan 65). Computers are firewalled to prevent access by unauthorized outsiders. Extranet provides a link that allows the individuals outside the company to view data stored in the intranet. The internet is used in both the intranet and extranet data sharing. There are many applications that encourage the use of extranet. Extranets are employed in many areas for purposes like case information sharing, case-related document sharing, calendaring, providing firm contact information and remote access to firm resources. 2.1 Features of extranets 2.1.1 Uses internet technologies and standards These are standardized techniques for data transmission and sharing, including techniques for encrypting and storing information such as internet protocol (IP). 2.1.2 Uses web browsers Extranet information is accessed through the use of a web browser such as Google chrome, Mozilla’s Firefox and internet explorer. The browsers use little amounts of memory in a computer. The application written for a browser can be read on nearly any computer irrespective of the installed operating system (Elaine 50). Thus, presence of any browser in a computer is the only thing that one needs to access an extranet. 2.1.3 Central server or repository Documents or data in extranet resides in a central server. This data is availed to other users through the internet. 2.1.4 Security Extranets require concrete security in their data transmission. They employ the use of proven security and encryption techniques developed for the internet. This ensures that only members are allowed to access the data. The internet security process entails implementation, testing, detection, response and audit phases. Use of anti- virus and anti-spyware, and implementation of firewalls are some of the methods used to enhance internet data security. 2.2 How to acquire an extranet A client/company can acquire an extranet by either buying an already built one or building a new one. At times, one may be hard pressed to acquire an extranet through buying, as opposed to building a new one. Some firms like law firms specialize in offering services to their clients as opposed to software development. In case, such a firm meets an extranet vendor whose tools can be easily modified to match the requirements of the client, it would be advisable to buy. The cost of building a new extranet is sufficiently high to discourage many potential extranet builders. Other companies decide to build their own extranet. The internally built extranet is preferable in the tools are tailored to meet the need s of the company or organization. It also offers the company free reign on the future modifications to meet user needs. Moreover, it provides the company with an opportunity determine the level of support and training required. 2.3 Benefits of extranet The extranet has many benefits to an organization. Firstly, extranet provides a linkage to workers in the office and those who work on travel (outside the company premises). It helps the employees to access information about their company from anywhere. The employees are able to get updated information about the company even when abroad for official duty (Lloyd and Boyle, 24). Secondly, extranets have improved the flexibility of businesses. Clients, suppliers and business vendors are able to access information 24 hours per day. This has made many businesses adopt online transactions and communication. Thirdly, there is increased efficiency with the use of extranets. As customers are allowed access to the information they need, they are able to get answers regarding to questions pertaining company information policies. Alternatively, the customers are able to change and update their personal data; this helps in reducing errors and improves productivity. Fourthly, the security of data is enhanced by an extranet. Extranets determine who is allowed to view data and thus improves data security. Furthermore, extranets once implemented cuts down operational costs. The cost incurred in fax and mailings is significantly reduced since the clients can directly access information from the extranet. Business relationships are also strengthened through data sharing. This promotes the growth of businesses and enhances creation of new markets. 2.4 Cons of extranet Different companies find it difficult to use extranet for various reasons. The difficulty of maintaining the content of a public website is a massive blow to many companies. Majority of the companies finds it unrealistic to maintain the web content for day to day business communications (Elaine, 160-9). The technical experience require for a daily update of data is usually beyond the ability of many companies. Automation of web site responses requires huge amounts of money. The content management system required to run an extranet is out of reach for many companies. The use of extranet requires multiple opening of firewalls (Elaine, 176-9). These openings create higher risks for unauthorized users. The unauthorized users may access sensitive and confidential data, which may be maliciously used to destroy the image of the company. The information may also be used by the competitors leading to a comparative competitive advantage in the market. Extranets are also disadvantageous in that they require high initial cost. These costs include software, hard ware costs, manpower, repair and maintenance costs, and other associated costs such as training of affiliates. 3 External IT Many companies today are needed to extend their computing capabilities while spending the least amount of costs. This has been pressured the rising trend of globalization. The growth in e- commerce has had remarkable effects in computer technology. The rise of mobile phone technologies and their ability to connect to the internet has immensely changed the business world. The rise of global positioning systems (GPS) that use satellites to track a user’s position, velocity and time in their location is a big boost to businesses (Lloyd and Boyle 92). The mobile technologies are used by businesses for assets tracking, baggage location/tracking, operating robots, providing entertainment and information during travel. External IT aims at creating a leverage of IT solutions wholesale of cloud resources. It aims at ensuring that companies bail for what they actually use. The external IT takes different forms including managed hosting, portal desktop, hosted desktop, stand-alone software as a service (Lloyd and Boyle 59). 3.1Managed hosting Managed hosting is a term that refers to operations in which a company (search engine) own and rent servers as a service. The server is an IT engine. While managed hosting is technically cloud computing, as some of your data sets are stored somewhere other than your office, it is just one component. The server only provides a box to store your data without any manipulation. It calls for the expertise of the company workers to maintain the data records. 3.2 Stand-Alone Software as a Service Software as a service is when you use applications from the internet and pay for them either monthly or annually. Many software vendors make these applications and offer them for sale. These applications can be menacing if you do not have the required unifying IT vehicles. This would mean that every time the application refuse to work you consult the vending company for advice. 3.3 Hosted desktop This refers to a desktop that sits on top of your computer’s built in desktop. Initially your hosted desktop is an application shell, or framework. It is then your work to customize the shortcuts to access applications and network. 3.4 Portal desktop Unlike hosted desktop, portal desktop provides an integrated web-based access to all organizations’ applications, data, email, and gives an integrated file sharing with collaborative tools. The portal desktop provides the most efficient form of data sharing. 4Conclusion The need for extranets in the society cannot be over emphasized. With the rising globalization trends and need for global market, the need for external IT and extranet will continue scaling the heights. The portal technology provides the much needed IT engine for both the current and future IT demands. Works cited Paswan, A. Internets, Intranets, and Extranets: New Waves in Channel Surfing. New York: Taylor & Francis.2002. Print. Lloyd Peter and Boyle Paula. Web Weaving. Florida: CRC press. 2012. Print. Elaine Lawrence. Internet commerce: digital models for business. Sydney: John Wiley & Sons. 2003. Print. Read More