I also use Microsoft Office 365 on my iPad and, although it has its own storage cloud—Microsoft OneDrive—Office 365 also integrates with Dropbox, which allows me to stay with my familiar workflow.

Adobe Creative Cloud gives access to a huge suite of design tools for a small monthly access fee, and I know the applications will always be current. This is far less expensive than buying each piece of software that I might use at some point. Five years ago, before Adobe CC was around, I bought Adobe InDesign for about $700. When I signed up for its cloud service, it took me two years before I spent the same amount, but I had used six different tools that would have cost me several thousands of dollars if bought individually.

There's no question in my mind that using cloud-based storage and applications makes a lot of sense. But for agents, mindful of the unique nature and sensitivity of some of the data you manage, choosing the service that's right for your business is very important.

When you're searching for the right service there are four key concerns you need to investigate before making any decision:

1. Security

What are the security measures taken by the company under consideration? Cloud storage is, after all, having your data on a server or series of servers located somewhere else. Where those servers are located, what security protocols are used (that is, anti-virus software, data encryption, firewalls and routine security audits) and what type of back-up plan is in place are key questions to ask.

2. Service Level Agreement

What is the company's Service Level Agreement, or SLA? This question is really at the crux of your decision. What will the provider do for you if an unfortunate event occurs. This is especially true for the company that is providing you with applications in the cloud. If your operations are interrupted due to a server failure or natural disaster at the provider's location, you need to be assured that the proper attention and priority will be placed on your needs. Also, what is the guaranteed up time (typically you want to look for at least a 99% up time). You can't have the provider's issues impacting your operations.

3. Tech support

Access to and availability of tech support also is important. No one likes to think about problems arising; however, with technology they're inevitable. For me, that's one of the main reasons I use a lot of Apple products. I find their support outstanding. The expectation among providers and receivers of tech support these days is along the lines of 24/7/365, so that should be the starting point. Then find out how the support is given and at what point will issues be elevated.

4. Cost

Finally, you need to consider the price. This may seem obvious, but, on first blush, that initial price may seem too good to be true. With cloud companies cropping up everywhere, a high priority is put on grabbing your business, and often offering you free services is just what's needed to close the deal. Don't let the price interfere with your due diligence.

Using the cloud isn't just about you

As you move to the cloud, consider that your clients are or have done the same thing. If you're not asking your commercial lines customers specifically about the way they've handled these same issues, they may be coming to you to ask whether their business interruption policy protects them because the cloud company didn't perform as promised.

What about your homeowners' clients? It's pretty certain that if an accidental fire occurs and the family portrait and other personal mementos are destroyed, insurance would pay to replace them; what about the thousands of family photos stored up in the cloud? What happens if they're no longer there? Does insurance have any role in that type of loss?

Whether there is or isn't a direct loss for which insurance plays a part, helping your clients best understand how to evaluate the inevitable integration of the cloud in their business or personal life would strengthen the relationship you have with them and distinguish you from the competition. Share the knowledge you've acquired by going through the same process your clients are going through themselves.