Cloud storage is a service that allows you to store data online in a network of remote servers. It helps to free up space on your device, allows access to your data from anywhere, and since your data is stored on a remote server, you only need an internet connection to access it. In this blog, we’ll explain all the advantages of cloud storage and how it might benefit you and your business.
How Is Cloud Storage Used in Business?
Most businesses use cloud storage as a repository for project files and to support collaboration and productivity among teams. Key features are internal and external file sharing and collaborating in real-time on documents. When deciding which cloud service to use, native apps and third-party integrations are important considerations, especially for teams using ecosystems like Google or Microsoft.
Advantages of Storing your Data on the Cloud
A cloud storage service has many benefits over traditional physical storage methods:
- Removing reliance on local Data Storage
Data stored on local devices, such as a PC, laptop or an external hard drive, can be lost, damaged, destroyed or stolen. If you’ve experienced the permanent malfunction of a hard drive, you’ll want to avoid it again in the future. Not only do you have to get it replaced, but your data might be unrestorable. Some data might be salvageable by a costly restoration service, but this is not guaranteed, and you’re likely to lose at least some of your data permanently.
An even worse case is losing a mobile device, or having it stolen, as there’s no possibility of retrieving the data. This is where the attributes of the cloud come into play. By keeping your data backed up to the cloud, you can make sure it stays safe and easily accessible. In addition, cloud storage providers that keep multiple versions of your data are well suited for disaster recovery.
Portability: Just like the laptop before it, the cloud brings a new level of portability for your data, plus you no longer need to carry around a laptop, USB stick or external hard drive. Portability is built into the cloud, with all your data available to you across multiple devices and platforms wherever and whenever you have internet access.
- Flexibility
The robust file storage and sharing features of the cloud are the key to its success. Most cloud storage services have downloadable apps for desktop or mobile, giving you plenty of flexibility to access your files.
Sharing and syncing folders and files across devices and allowing teams to organize and structure folders are big benefits of the cloud and file sharing is made simple.
If your files are already in the cloud, you don’t need to upload them to a file transfer service or even send an email. You can simply identify the file in your cloud account and share. Paste your link and the recipient will be able to download or view your file.
On the other hand, to update a file not saved on the cloud to another computer, you will need to manually copy the file to that device. Updating a cloud file means the file automatically looks the same to everyone accessing it on every device.
In addition, most cloud services have a feature called ‘synchronization’. This enables your cloud storage to act like a drive. If you have the sync client installed on multiple devices, it will sync your files instantly across every device, which means you don’t have to manually upload or download.
Remote working is made easier; the updating & syncing of files can be performed from anywhere. Essentially it was cloud technology that made remote working possible in the first place. Without remote access to your work files, you’re back to being tethered to the office or having to use a VPN to access company data.
- Collaboration & Management Features
The ability to easily share files internally and externally helps to foster a productive and collaborative environment. Collaboration and management tools are important considerations for teams and businesses of all sizes. Some cloud storage solutions for businesses include workflow and task management features. These tools don’t typically replace dedicated project management applications, but they can help you effectively monitor project progress and maintain communications with comments at the document level.
- Cost and Scalability
Choosing a cloud storage provider means that you don’t have to worry about infrastructure costs and maintenance, meaning you will only pay for the amount of storage you need and you have instant access to increased storage as your business grows.
- Security
It is rare to find a cloud storage provider that doesn’t have robust security protocols and protected data centres. Most cloud storage services also have user-controlled security settings, such as 2FA. Some cloud storage takes security and privacy a step further by offering zero-knowledge encryption, which ensures that only you can access your account, as only you have the password to decrypt it.
Concern is expressed by some who think their files are safer offline. An offline copy, encrypted, kept on a drive and locked away, might be safer from hackers, but if you access this data while connected to the internet, it is still potentially at risk. There are additional risk factors too from the possibility of hardware issues, fire or theft that could cause you to lose your data permanently.
Keep Your Files Encrypted: Most cloud services offer encryption, which is a process that scrambles your files into a string of unreadable code and is only readable using an encryption key.
If you use a zero-knowledge cloud service, you are the only individual holding the encryption key. The encryption happens on your device before the files are even sent to the cloud service, which means no-one else will be able to view them.
Redundancy is essential to cloud storage, as it provides a fail-safe against data loss. Data is replicated on multiple servers, often at different locations. Should a disaster happen at one location, cloud storage solutions are able to recover it. It is, however, advisable to integrate other cloud backup mechanisms to ensure you have cross platform redundancy, ideally that isn’t reliant solely on the provider of the cloud storage solution.
The only true disadvantage of Cloud storage is that you need to be online to use it. There are, however, other challenges:
- Privacy and compliance are two of the more significant challenges that both individuals and businesses face. Although all cloud storage services collect data when you sign up or use the service, the provider you choose significantly impacts your privacy.
- Not all industries can use any cloud provider due to regulatory compliance issues. Companies in the healthcare or financial sector have strict data compliance rules and will be aware that some cloud storage solutions may not comply with their industry regulations.
- Using a cloud storage solution makes you reliant on the speed at which it can process data. Cloud services with slower upload or download speeds could impact your productivity. Latency is also a factor, which happens when network traffic — either yours or the cloud storage provider’s — becomes congested and slow.
Finally, it is impossible for any cloud storage provider to offer 100% uptime all the time. If a service goes down, you are at the cloud provider’s mercy to restore services.
How we can help at Comprendo
If you would like to know more about the cloud storage options which may be suitable for your business, we would be glad to advise you. Likewise, if you are looking to migrate your business from its existing platform to Microsoft 365, please get in touch.
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At Comprendo, we provide customer-focused IT services, solutions and support to businesses throughout North Yorkshire, West Yorkshire, Lancashire and beyond, including Keighley, Skipton, Ilkley, Bradford, Harrogate, York, Burnley and Preston. Looking to outsource your IT or review your cyber security? We look forward to hearing from you.
