Today, many immigration professionals regularly work in the ‘cloud’. A large percentage of USCIS documents and forms are digitally filled and managed. Additionally, immigration organizations regularly use the cloud to collaborate with colleagues, interact with clients, and submit and track key information with federal systems. There are, however, still a myriad of concerns about the cloud and its use in law, and immigration law specifically, that immigration professionals should consider. This white paper helps immigration professionals make cloud computing decisions.
Overview
The cloud delivers flexible, scalable and pay-per-use methods for business and personal users to access and utilize information technology and data storage capabilities. Cloud services are accessible by users via the web, either behind strictly secured firewalls or publicly open and available (and all places between). Cloud solutions are delivered as freeware, shareware or fully owned and protected solutions. Some of the most well-known and long-standing cloud services include document management solutions like Google Docs, web-based email services like Hotmail, and tax services like TurboTax.
Types of Cloud Services
As a business solution, the cloud offers many advantages for immigration law firms accessing
services and solutions via the web. Cloud services are offered in five general categories, each of which provides its own set of distinct advantages and disadvantages.
These attributes must be considered by immigration business decision makers seeking to switch from traditional models of capital management and expenditures to a new operational-based system offered by cloud computing solutions.
THE FOUR KEY TYPES OF
CLOUD COMPUTING SOLUTIONS
1. Infrastructure as a Service (IaaS)
2. Platform as a Service (PaaS)
3. Software as a Service (SaaS)
4. Data as a Service (DaaS)
Below are the five key types of cloud services:
Infrastructure as a Service (IaaS)
IaaS services entail virtual machines and systems accessed over a web-based network that provide computational and storage capabilities for businesses. Raw and file-bases storage, firewalls, load balancers, IP addresses, virtual local area networks and software bundles are all available within IaaS environments.
Platform as a Service (PaaS)
PaaS solutions provide computing platforms and solution stacks as a service. In PaaS environments, users create software using tools and libraries provided by the PaaS provider. Users control software deployment and configuration; the PaaS provider provides a network, server, storage and other platform-based services.
Software as a Service (SaaS)
The most well-known of the cloud solutions, SaaS solutions are applications that are available as services from the cloud and are typically accessed by users via a thin client, such as a web browser. This delivery system enables business users to access technology services needed on a per-use or per-service basis.
SOFTWARE AS A SERVICE
The most well-known of the cloud solutions, SaaS solutions are applications available as services from the cloud accessed via a web browser.
Data as a Service (DaaS)
Under this delivery model, data are provided on demand to business and other users regardless of geographical or organizational limitations and separations. In the DaaS model, the platforms in which data reside or are analyzed become less important and users are given a diversity of methods to understand, manage and analyze data across physical locations either in their raw form or through a specific analytics interface.
Backend as a Service (BaaS)
The most recent cloud service model is BaaS, which is also known as mobile Backend as a Service (mBaaS). This model gives web and mobile app developers a way to link their applications to backend cloud storage while providing user-focused features via custom software application interfaces.
Cloud Computing in the Field of Immigration
Some of the cloud services described here are not common outside of strictly information technology fields. Immigration professionals, however, either have used or will soon use two of these cloud computing categories, Saas and DaaS, and may soon additionally use mBaaS models as well (if they don’t already).
SaaS in Immigration Management
The most common uses of SaaS in immigration management include USCIS services such as forms access and submission, as well as case status and tracking. Users access USCIS services via a thin client (a web browser) and are able to manage tasks and processes through this internet-connected system. Additionally, immigration professionals may utilize a Case Management Software that resides in the cloud and is accessible by lawyers, clients, consultants and others via a password-protected thin client (also a web browser). This SaaS solution speaks both to the end users and to other web-based systems like USCIS, the Department of Labor and other federal management systems.
DaaS in Immigration Management
While not as directly apparent to users as SaaS solutions are, DaaS are quite prevalent in today’s immigration management systems. Data about immigrant and non-immigrant petitioners are utilized in multiple systems, including private systems and federal tracking systems. These data sets are, ultimately, irrespective of the interfaces by which professionals engage with them. As one example, users switching from one immigration case management system to another can transfer data into the new interface through simple rule-based transference software processes. Additionally, data regularly transfers from one type of system (e.g., an immigration case management software) to another (e.g., E-Verify), both of which have their own rules and structures. Traditionally, data are transferred from system to system using an application programming interface (API), a protocol that allows different software to communicate with each other and share data.
EXAMPLES OF SAAS IN IMMIGRATION
1. USCIS forms
2. Case management software
3. Document management tools
4. E-Verify
1. USCIS forms
2. Case management software
3. Document management tools
4. E-Verify
mBaaS in Immigration Management
While not yet prevalent, immigration professionals will soon heavily rely on mBaaS solutions as well to manage their immigration cases. mBaaS solutions are servers that power mobile applications and apps.
Advantages of Cloud Solutions
Immigration professionals will find multiple advantages with a cloud-based business process and software management strategy. With cloud services, users can get the tools they need via simple web interfaces that are available irrespective of system and, in many cases, type of system. Thus, the software or service becomes accessible and usable from a business user’s desktop computer, laptop computer, a mobile smartphone or tablet, as well as many other systems and access tools. Thin clients or other interfaces provide access to the cloud-based solution or service, which in many cases is protected via robust security methods and systems.
Additionally, immigration professionals currently using the model of capital software purchases (e.g., buying X amount of licenses of a particular software) can shift to a usage-based cost system (e.g., X users accessing a software in the cloud), a shift that provides immediate savings. KEY ADVANTAGES
Working with software in the cloud lets you save time and money, and allows for the outsourcing of key technology needs.
Finally, immigration professionals can, in effect, outsource their technology needs to SaaS, DaaS and mBaaS providers, who will keep their solutions working and updated. Technical support will not be required in-house; all technical support will occur at the providers’ location and as part of the providers’ operating costs.
Key Considerations When Choosing a Cloud Provider
Moving software management to the cloud is not a decision to be taken lightly. Cloud computing is not a trend; it is instead a natural shift in how users access and manage data and technical services. Immigration professionals should consider multiple factors when searching for a cloud solution:
Stability of the Provider
When you choose a cloud solution, you’re also choosing a relationship with that provider. You will be working with and partnering with that provider, who may need to customize, train and otherwise engage regularly with you and your staff. Additionally, that provider will be responsible for all technical support for your solution, including upgrades and responses to changes in federal regulations. For example, if USCIS updates a form, an immigration case management cloud provider will need to also update that form. Find a company that has been in the industry for a long time and that has established itself as trustworthy and a leader. Ask for testimonials and case studies. Find out what your peers think of that provider.
Flexibility of the Provider
While stability and longevity are important assets, you should also look for a forward thinking provider. Is the provider flexible to change? Does it have the capacity and insight to understand your industry and make changes and provide updates before they are needed, and not after? Look for a provider that focuses on technical exceptionalism and fluidity of business design, and that is an innovator in the field.
Security Measures
As an immigration professional, you regularly deal with and have access to very private and protected information from your clients. Ensure that your provider understands how important privacy and security are to you and your specialty. Make sure your provider has multiple security measures in place and that your provider understands the requirements placed upon you by federal regulations in the United States and globally. Additionally, look for a provider with established security certifications from 3rd party reviewers
IS YOUR PROVIDER FLEXIBLE?
Find out if your provider is flexible to change. Ask them what their newest technologies are. Find out if they work in the cloud. Look at their technology on mobile devices.
Data Assurance
When you work with an outside provider, you are trusting your data, your time and your business to them. Ask the right questions. How are your data backed up? How many times a day? In how many locations? If there were a disaster or you otherwise lost data, how long would it take your provider to give you access to that data again? Does the provider have 3rd party certifications (e.g., ISO 9001 certifications)? In today’s business environment, your data are your services. Make sure your provider understands how important it is that you have access to your information at all times and from any device.
Location of Data
Immigration professionals should also seek to understand exactly where their data are stored. Are data stored in the same country? Are data stored at multiple locations? These questions (and the right answers) are important for the following reasons. First, data stored in the country in which you are based will be more readily available. Second, these data are maintained and managed per the guidelines and requirements of your country as well.
SECURITY IS ESSENTIAL
Know the right questions to ask and demand the right answers. Find out where your data are stored and in what environment. Accept only the best and most secure options.
Customer Service
Because your cloud solution provider will be a partner of your immigration organization, make sure they have exceptional customer service processes in place. Find out what your peers who use the provider think about their service. Find out how long it takes to get a response to your queries. Ask questions about available training services. Make sure the provider offers multiple methods to contact them (e.g., phone, email, online support, etc.). Ask the right questions and demand the right answers.
