Whether you’re a single contractor or the head of a multinational organisation, it’s likely your business could benefit from a cloud-based storage solution. Storing files and software in the cloud allows for easy file sharing, mobile access, and file security. There is a range of cloud storage platforms out there, from the generic, lower security options through to specialised, security-focussed platforms like Your Digital File. If you’re considering a cloud storage solution for your business, this article outlines a few key issues and considerations.
Storage
There are two distinct ways businesses are taking advantage of cloud storage. Firstly, the cloud can be used as a replacement for local servers or hard drives. All files are saved to and accessed from the cloud. If you have a reliable Internet connection, this solution could drastically reduce your IT expenditure. Alternatively, many businesses use their local servers or hard drives for file access through the day, then back everything up to the cloud overnight.
Both solutions provide businesses with an element of risk protection. With files stored or backed up in the cloud, your business won’t grind to a halt if there’s a disaster. You’re not just protecting yourself from natural disasters like fire or flood – a spilled cup of coffee or an overzealous file manager can be just as dangerous to a server system.
Sharing
The ability to share files is built into many cloud storage solutions. Document authors can invite colleagues, subcontractors or clients to contribute to the file without moving it from the cloud storage platform. This reduces the hassle of emailing files around, which often results in version control issues. Cloud storage platforms also make it easy to share supersize files. A unique URL can be provided that enables the file to be downloaded directly from your cloud solution. This eliminates the need to burn and distribute flash drives or DVDs for those huge video, design or software files.
Mobile
Mobility is becoming increasingly important for most businesses. Whether your staff are on the road making sales, installing hardware or conducting meetings, it’s highly likely that they’ll need access to the business’s files and software. Cloud storage makes mobile access possible. Consider your mobile device policy when selecting a cloud storage solution. If all staff are on the same type of device, pick a solution that works best with that particular operating system. If you have a bring-your-own-device policy, find a solution that works equally effectively across all devices.
Security
Despite all the benefits of online storage and access, there are always concerns around the security of sensitive files and information stored online. The fears of General Managers and Chief Technology Officers can be put to bed with the improved security features in some cloud storage platforms. There are permissions features, limiting users’ access only to files that are relevant to their role. Each file is monitored and an audit trail can be easily generated, showing just who has opened or edited the document. For the ultimate in security, choose a cloud storage platform that makes use of digital keys. The digital key is a unique piece of software that is saved to the computer that enables access to the cloud platform. The platform can’t be accessed unless this digital key is installed on your computer.
This is a broad overview of issues to keep in mind when selecting a cloud storage solution. Have you been researching options for your business? What features are most important to you? Share your thoughts in the comments section below.
