We hear a lot about backing up files to the cloud, but do we know what that means? What is cloud storage? When a file is uploaded to the cloud, it is copied over the internet onto a data server.
Simply put, cloud storage is a digital storage method that relies on off-site servers to house data. Each data server is a physical device that stores your files on hard drives. Professional cloud storage providers store, secure, and maintain these servers, along with the infrastructure and network, as part of their service offering.
Providers have servers in multiple locations, all with copies of your data. This prevents data loss if any location is compromised, making cloud storage even more reliable.
Old-school backup methods like tape storage and USB flash drives are still used, but cloud storage has quickly been adopted as one of the most popular storage solutions. Here, we’ll dive into what cloud storage is, how it works, what models are available, and how it can benefit you. Read on or watch the video at the end of the post.
Who Handles Cloud Storage?
The cloud storage service provider is responsible for storing, securing, and maintaining your data, while also making sure it is always accessible through an internet connection. As part of this, providers often take over most aspects of storage management as well.
This can include running security protocols, monitoring capacity, ensuring data availability, and optimizing network data delivery. Providers may also offer services to help collect, manage, and analyze the stored data. Cloud storage providers offer these key benefits:
- Encryption of files when they are moved and stored
- Access that is password-protected with permission controls
- 24/7 monitoring of server capacity and network performance
- Data replication across multiple physical locations for redundancy
- Disaster recovery protocols in the event of a compromised location
How Does Cloud Storage Work?
Cloud storage involves the user uploading data to servers via an internet connection. Typically, users connect to the storage cloud using a web portal, website, or mobile app. They can save all kinds of files to the cloud servers, including personal and business documents, images, and videos.
After you upload a file to the cloud, the file is encrypted, copied, and stored in numerous data centers. This duplication and replication ensures you have several backup copies of each file in case of an emergency. Typically, multiple devices sync to the cloud so backups and replication is seamless and automatic.
Cloud storage often uses controlled access through encryption techniques and password requirements. This is a much safer option for documents containing sensitive material. The cloud also offers multiple security measures that can be put into place for additional safety.
Common Cloud Storage Models
Today’s market includes a wide variety of cloud storage options. Everyone’s document storage needs are different, so it’s important to research what’s available in order to find the best fit. Here, we’ve outlined four of the most common cloud storage models.
Public Cloud Storage
Record Nations matches you with providers that offer public cloud storage, helping you protect your data. 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.
Public cloud storage offers resources to multiple organizations and individuals. Storage in a public cloud is generally offered as a subscription or pay-as-you-go service. The price fluctuates depending on the amount of storage the client needs. It is an “elastic” storage system that scales up and down based on your capacity needs.
Public clouds provide unlimited scalability and leading technology at a lower price than other models.
Private Cloud Storage
When an organization maintains on-site servers or data centers that it owns, this is a private cloud storage scenario. Private cloud storage is a storage system that is not shared by more than one organization or individual. It can be an organization that operates its own servers and data centers, or dedicated servers and private connections provided by a cloud storage service.
Private clouds are ideal for anyone with high-security concerns or requirements. 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
This type of storage involves combining the public and private cloud storage methods. The user can store sensitive data on a private cloud and less sensitive data on a public cloud. Hybrid options provide more flexibility, scalability, and security than a private or public model alone.
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
The multi-cloud model is when more than one cloud model is used by a single organization or individual. 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. This can be beneficial if you require data to be stored in a specific location or if you need multiple cloud models for various reasons.
Common Cloud Storage Models At A Glance
The table below highlights key features and benefits of each cloud storage option. Choose the storage method that works best for your company’s needs.
| Model | Who Controls the Data | Best Fit | Scalability |
| Public | The provider manages the data, but the infrastructure is shared. | Standard, general businesses | High; you can scale as you grow. |
| Private | You own the infrastructure. | Businesses in high-security or regulated industries | Capacity is limited to what you own. |
| Hybrid | Ownership or control is split between you and the provider. | Some data is sensitive, leading to a need for a dual cloud storage model. | Some flexibility, as you can scale the public cloud. |
| Multi-cloud | Multiple providers manage and control the data. | Multiple locations demand multiple providers. | More complex to manage, but it also allows scalability. |
The Benefits of Cloud Storage
At a high level, cloud storage can do much to improve your document management strategy. Whether you’re using cloud storage for personal use, or managing large amounts of enterprise data, cloud storage offers cost-effective, scalable, and flexible storage options.
Cloud storage helps ensure the security of your data. Data loss is a big concern for many organizations, and the cloud helps to minimize this risk. There are several security measures in place to help keep the cloud secure. With cloud storage, you also won’t have to worry about managing infrastructure or losing data from a failed device.
Professional storage solutions offer simplicity, security, and peace of mind, making it an excellent option for anyone wanting to safely back up their data without the time it takes to manage it manually.
Accessibility is enhanced with cloud storage, too. Its digital basis means data is always available. It allows files to be transferred easily, enabling single documents to be accessed at the same time by different users. Projects are completed more efficiently, even when workers are remote. Teams can access data whenever and wherever. Sharing and collaboration become easier, along with your overall document management.
Cloud storage also allows you to scale your data capacity as much and as quickly as needed — and often without sky-high fees. Physical document storage, such as external hard drives or in-house file systems, can become costly over time. This is why the cloud is an ideal solution for businesses.
That math shows up plainly when hardware comes due for replacement. “Our server was getting old as servers do, and the expense of replacing it was huge versus just moving to a cloud system,” says Kim Allcott, who moved her firm to SharePoint and OneDrive. “It’s so much more flexible when people leave and people join, and we can expand our storage, move things around.”
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. Cloud storage is a cost-effective method for any size organization.
How Does Cloud Storage Compare to USB or Tape Storage?
The key benefit of cloud storage is that your data is stored remotely with secure encryption protecting it. Cloud storage duplicates your files, ensuring multiple copies are preserved. In comparison, USB and tape storage are physical devices that store your files. If the drive or tape is lost, stolen, or destroyed, all your files are lost, too. These storage devices don’t include security features (like encryption).
The redundancy is the point. Victor Yushenka, a CTO who has run multiple on-premise-to-cloud migrations, describes the design goal this way: “The normal ideal cloud architecture is the one where you can tolerate the system being shut down unexpectedly, and then you can just immediately fail over and switch the load to another healthy system. Because of that, the systems themselves could be cheaper, and it’s a much more distributed model.”
Secure Cloud Storage With Record Nations
Are you planning to migrate to cloud storage? Perhaps you’re starting your digital transformation journey and aren’t sure where to start. From document scanning and storage to destruction and document management systems, Record Nations has the solutions you need.
Record Nations connects you with trusted providers in your area to secure your data with cloud storage solutions and more. Give us a call at (866) 385-3706 or fill out the form to receive free quotes on cloud storage today. We look forward to helping you find the right storage system to meet your unique needs.
FAQ
How does cloud storage work after I upload a file?
After uploading, the file is encrypted and duplicates it in several locations (servers). Duplicate copies ensure that if one server fails, you still retain a copy of your data.
What’s the difference between public, private, hybrid, and multi-cloud storage?
There are a few key differences between public, private, hybrid, and multi-cloud storage; the main difference is who controls the data. For public storage, the provider stores the data; private storage means that you (the owners) store the data and are in control of the infrastructure.
Hybrid storage means that you use both public and private storage (providing the benefits of each). Multi-cloud storage is ideal for companies with numerous locations, as this type of storage uses multiple public cloud providers.
Is cloud storage better than tape storage or USB flash drives?
Cloud storage offers more data protection than tape storage or USB flash drives, as these physical storage devices can become lost, damaged, stolen or corrupted. Cloud storage offers data encryption and multiple copies of each file; in addition, security protocols also control who has access to files via permission settings.
How do I access my files once they’re stored in the cloud?
Cloud providers typically offer a login system or portal that allows you to access your files and data. You may also be able to manage who in your organization can access these files and what they may do with the data.
