If your organization has been considering restructuring its document management system, cloud storage has likely been mentioned. This increasingly popular method of data storage involves using a remote server, often hosted by a third party, to store and manage documents. As with any storage solution, this document management method has elements that must be considered as part of your decision. One of the primary benefits is having a central location where all your organization’s most important documents are stored, can be accessed, and updated by any authorized person. But what else does Cloud Storage have to offer?
Understanding The Basics Of Cloud Storage
First, let’s discuss what the term cloud storage means. The “cloud” refers to remote servers where files are stored and accessed via the Internet. You can store images, business data, files, videos, invoices, and even larger documents such as maps, blueprints, and engineering schematics in this easy-to-access location. These documents are uploaded to the servers where they are saved on a remote server. Often, this data will be stored in multiple locations to ensure accessibility and protection through redundancy without sacrificing security. Moreover, authorized individuals can access these documents using mobile apps, a browser, or custom software.
There Are Four Standard Models of Cloud Storage:
- Public Cloud Storage – This form of cloud storage uses public data centers that other companies or individuals use. The stored data can only be accessed by authorized individuals. However, customers can expand or reduce public storage based on their needs. They can access the data on these servers from anywhere with an authorized PC or mobile device. This type of cloud storage is generally in a pay-as-you-go format. The price fluctuates depending on the amount of storage the client needs.
- Private Cloud Storage – When an organization maintains on-site servers or data centers that it owns, this is a private cloud storage scenario. Another type of private cloud storage is when an organization works with a cloud service provider to rent dedicated servers used solely by them. These types of systems are often used by groups with stringent security requirements or a greater need for control over their data.
- Hybrid Cloud Storage – As the name implies, this form of storage involves combining the public and private cloud storage methods. Organizations with certain documents and information that must be held in strict compliance with security and access regulations may employ this form of storage. They store their less sensitive data in a public cloud. These types of cloud storage often come with a method for orchestrating integration between the separate clouds.
- Multicloud Storage – This approach to cloud storage is rare, and is often for organizations needing access to certain resources only available via specific cloud services. This may be necessary because they must store certain data within a specific country’s boundaries. In addition, different teams within their organization may utilize different clouds relevant to their activities. This cloud storage method can be difficult to manage. However, it does come with additional flexibility and redundancy for organizations needing it.
Advantages of Cloud Storage
Fine-Grain Permissions
Large organizations often find they need the ability to carefully define which teams and individuals have certain permissions to specific documents. One individual may be able to view a document, while another may be able to view the document and make edits. Furthermore, the ability to destroy or archive documents may be restricted to a specific team. Permission settings like this ensure to protect documents against unauthorized or accidental deletion or alteration. It’s even possible to set age requirements on documents, preventing them from being deleted or archived before they have existed for a set period of time. This helps drive compliance with document retention requirements.
Versions
Documents you store in the cloud retain a history of modifications you make to them, including who modifies them and when. This helps keep a history of interactions with the documents, makes it easy to roll back the document to a previous version, and maintains the document’s security.
Cost Saving
Cloud storage can be very cost-effective for organizations that use it. The need for on-site storage is eliminated, as are the work hours of the individuals responsible for maintaining it. When combined with document scanning, it can also remove the need for paper storage and all the associated costs, such as paper, toner, filing cabinets, filing staff, and more. All cloud storage options are expandable or can be reduced should your storage needs be reduced. This allows you to adjust your services to meet the needs of your company.
Client Portal Integration
Cloud storage services provide methods of integrating your storage with tools such as a client portal. These systems are used by individuals at the organization to interact with the files and documents you’re storing. It can help streamline common tasks such as sending, saving, editing, creating, and signing documents.
Data Redundancy
One of the greatest risks to organizations not utilizing a cloud storage option is loss, corruption, or destruction of data. Consequently, mechanical failures, software corruption, and natural disasters can compromise in-house servers. If these occur, there is a high risk of losing the information you’re storing on them. Using third-party cloud storage guarantees that your information you’re storing in multiple locations, ensuring that no single event will ever result in the loss or destruction of valuable data. In fact, when technical problems do occur, it’s likely it won’t affect your organization thanks to the built-in redundancy of these systems.
Streamlined Data SharingÂ
Organizations that take advantage of cloud storage often find that the change positively impacts their productivity. Sharing a document previously required that the actual file be transferred to the recipient. With cloud storage, you merely need to share a link to the file’s location. The recipient will then be able to open that link and access the file it leads to. Even more, these documents are available from anywhere that internet access is available without the need for storage on the accessing device. Your entire organization’s files will be able to be accessed by authorized individuals wherever they need to. Further, multiple individuals can often collaborate on the same document simultaneously through this system, facilitating collaborative efforts.
The Benefits Available With Cloud Storage
- Encryption and Virus Protection – Every time you access or modify a document, there’s a risk of compromising the document. Cloud storage provides encryption and access control to ensure that only authorized individuals are viewing your documents. Generally, the specific requirements for accessing files can be set. SSO (Single Sign-On) and Multi-Factor Authentication (MFA) are the most common options. Further, virus-scanning software is included to protect your information and company.Â
- Hacker And Malware Protection – Information you store in the cloud has great protection against malware and hackers. Every file that enters the cloud is encrypted and hidden behind security access methods. Further, these files are scanned for viruses and malware when uploaded and accessed during and after. This particularly impacts small businesses, as they experience nearly half of all cyber attacks, and that number continues to rise. These attacks aren’t restricted to small businesses, however. Even powerhouses like Microsoft and Meta have been impacted by these attacks. In each case, their reputation suffered. Cloud storage reduces your vulnerability and ensures to protect your files.
Disadvantages To Consider With Cloud Storage
- Compliance – Specialized industries may have specific requirements for how they store and access their information. Basic cloud services often cannot meet these requirements. Options are available through private cloud storage services that can accommodate them.
- Latency – Access to cloud services is based on numerous factors, including the available bandwidth and the amount of congestion on the network. High-quality cloud storage options can mitigate this with redundant server storage, ensuring a clear path is always available to your data.
- Control – Some degree of management and control over data stored in public clouds is lost by entrusting that the provider will ensure your data is always available and secure. Investing in a reputable cloud storage provider with a history of meeting the needs of organizations like yours is essential to getting the best services.
- Outages – All cloud storage providers strive to ensure that their services are always available. However, even when redundant servers are used to ensure stability, certain internet concerns can lead to the service and your data becoming temporarily unavailable.Â
How To Get The Most Out Of Your Cloud Storage
While each organization’s needs are unique to its business model, there are common ways that this storage is utilized. Cloud storage is a stable method of maintaining data in any quantity reliably and securely. This data can be stored for as long as is necessary. Additionally, it will remain accessible from anywhere internet service is available.
Backup
Cloud storage is an extremely popular method of backing up important data. Whether this is production data, invoices, or maps, you can rest assured that your data is securely stored and protected. This ensures you can easily restore your most important data following a natural disaster, cyber attack, or other concern.
ArchivingÂ
When information still needs to be retained but is no longer in active use, cloud storage is an excellent way of archiving these files securely. This is valuable for those groups that requires them to hold onto documents for a certain period to remain in compliance with regulations.Â
Disaster recovery
When something disastrous occurs to your business location, one of your greatest concerns is ensuring all your valuable information is retained. If you have an in-house data center or physical records, these events can often damage, corrupt, or destroy them. When you use cloud storage for your file storage, you can restore these valuable documents quickly and easily.
Data processing
Cloud storage can also often provide more advanced data handling options. Analysis of your data for valuable business information, artificial intelligence, machine learning, or use in large data sets can be made available via cloud storage.
Content delivery
Large files, including images, videos, and audio, you store in the cloud are spread across redundant locations, often throughout the globe. Therefore, individuals accessing these files will experience less latency as their connection will default to the fastest possible route to retrieve this data. That means images load faster, and audio and videos stream smoother, all thanks to the convenience of cloud storage.
Record Nations’ network of secure cloud storage providers is ready to meet your organization’s needs. We’ve built connections with some of the most reliable providers in the field that can deliver specialized systems. Find out what they can do for you by contacting us at (866) 385-3706 or filling out our contact form to request we reach out to you.
