Alistair Harris’s perspective on storing an Access database in the cloud sparked a thought-provoking conversation. He believes that because his Access database is stored on a cloud service like OneDrive, it qualifies as being “cloud-based” or “cloud-enabled.” This led me to reflect on whether cloud storage and leveraging the cloud for business processes are truly the same thing. It’s crucial to unpack this idea, especially given how the term “cloud” has become so broad and “fuzzy,” as Alistair himself mentions.
In this blog post, I want to offer my own thoughts on the matter. While I’ve explored cloud technology before, today I’ll focus on responding to Alistair’s specific comment and clarifying some important distinctions.
The Personal Use Case of Excel and Access
First, let’s start with a familiar example: an Excel spreadsheet. This tool is often used in isolation. You receive data, work with it, produce results, and pass it along to the next person in the process. This is a standalone, personal use case of Excel, something I often refer to as the “first world of Excel.”
Similarly, Microsoft Access can be used as a personal database. Access allows you to store and manipulate data in a structured format, with tools like forms and reports available to extract and analyze information. Though Access does offer some multi-user capabilities, it’s limited. You can’t expect a large team to work on the same Access file simultaneously–small workgroups of half a dozen people are more practical.
Now, this is where Alistair’s argument comes into play. By saving his Access database on OneDrive, he can access it from anywhere with an internet connection, which is convenient and enhances flexibility. In this scenario, he’s using cloud storage, much like you would save a spreadsheet on Dropbox or any other cloud-based storage solution. But is that the same as leveraging the cloud for business processes?
The Client-Server Architecture
Let’s differentiate cloud storage from client-server architecture, which I believe is key to understanding the true potential of cloud technology for business processes.
A client-server architecture separates the user interface (or the “client”) from the data and the back-end processes (the “server”). In an Excel context, you traditionally use a spreadsheet to do four main things: create reports, apply formulas and logic, interact with data, and store that data. But 35 years ago, a significant shift occurred in technology. Data was separated from applications and stored centrally, allowing multiple users and applications to interact with the same set of data. This shift revolutionized business processes.
To break it down:
1. **Client Side**: This is where the spreadsheet lives, where you create reports and interact with data.
2. **Server Side**: This is where the data is stored centrally–often in a structured database like Access or, more commonly today, SQL Server.
In a client-server model, the spreadsheet is no longer the storage point for data. Instead, it communicates with a database that’s stored centrally, allowing multiple users and departments to update and access the same data in real time. This kind of system supports a holistic business process where everyone is working with the same, up-to-date information, rather than sending versions of spreadsheets back and forth.
Enter the Cloud: Expanding the Reach
Cloud services added an extra layer of flexibility to this model. By moving the centrally located database from an internal corporate network to the cloud, you allow your spreadsheets and other business processes to reach the data from anywhere in the world. This opens the door to real-time collaboration on a global scale.
But the key point here is that in a true client-server, cloud-based model, **you’re not downloading anything**. You’re not retrieving files from the cloud like you would from a self-storage unit. Instead, only the data is transmitted, back and forth, in milliseconds. The spreadsheet remains on your machine, while the data resides centrally in the cloud. This architecture is fundamental to understanding how businesses can effectively leverage the cloud.
A Misleading Similarity: Cloud Storage vs. Cloud Architecture
Alistair’s case of saving his Access database on OneDrive might seem similar to a client-server setup because both involve the cloud. However, they are entirely different in purpose and capability. Storing a database on OneDrive is like placing files in a self-storage unit–you go there, retrieve the file, and work on it locally. This is cloud storage, not cloud architecture.
In contrast, a true cloud-enabled business process doesn’t require you to “retrieve” anything. Data stays on the server (or in the cloud), and the applications (like Excel) simply read from and write to that data in real time.
The Key Distinction
What Alistair is describing is the convenience of cloud storage–being able to access his Access database from anywhere. But cloud storage is limited in the sense that it operates on a file-based system, much like the Rolodex from the 1980s where you’d flip through cards to find contact information. It’s convenient, but still fundamentally siloed.
The real power of the cloud for business processes lies in its ability to act as a shared, central hub for data that multiple users and systems can interact with in real time. This is where the client-server architecture comes into play, allowing the seamless flow of information across an organization. It’s not just about accessing your personal files; it’s about everyone working off the same version of the truth.
Closing Thoughts
To sum up, storing an Access database in OneDrive isn’t the same as leveraging the cloud for business processes. While it offers flexibility, it remains a siloed, personal tool. In contrast, a client-server architecture supported by cloud services enables true collaboration, centralization, and real-time data sharing.
It’s critical for businesses to understand this distinction if they’re to use these technologies effectively–not just efficiently. The future of business processes isn’t about where you store your files, but how you connect your data and people.
If you’re keen to explore this further, I have several demonstrations on cloud-based client-server models that can help illustrate the real-world applications of this powerful architecture.
You have been listening to a podcast by Hiran de Silva. Read by Bill.
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