Migrating to the cloud is a huge undertaking, but it provides so much long-term value for businesses and individuals alike. The cloud is versatile and can store just about anything. Document management becomes easier and more convenient, leaving you with more time to focus on what’s important.
That said, not all cloud storage types are created equal. Whether you’re using a public, private, or hybrid cloud, the level of security and control can vary widely. Understanding these differences helps you make smarter decisions about where to store your files — and what should stay offline.
Here, we’ll take a closer look at what types of documents belong in the cloud, and which are better stored elsewhere.
What to Store In the Cloud
From public to hybrid systems, cloud storage is built for reliable accessibility and scalability. While not every document or piece of data belongs there, the following information can benefit most from being stored in the cloud.
Business Documents and Presentations
Storing everyday business documents, presentations, spreadsheets, and other commonly used files in the cloud makes for on-demand access, easier tracking, and smoother collaboration.
Data Backups
Small businesses and large enterprises alike can use cloud storage for backup purposes. Backups via the cloud help ensure data recovery in case of hardware failures, data corruption, or other unforeseen events.
Email and Communication Data
Cloud-based email services store email messages, contacts, and calendar events in the cloud. This often helps companies streamline access to multiple platforms via one system.
Development Code and Artifacts
Software development teams often use cloud repositories to store code, development artifacts, and project documentation. This allows for real-time updates, increased productivity, and version control.
Customer Relationship Management (CRM) Data
Cloud-based CRM systems store customer information, interaction details, and sales data. This enables businesses to manage customer relationships more efficiently.
Human Resources (HR) Documents
The cloud provides a secure place for HR professionals to store documents, such as employee records, policies, and training materials. This helps ensure no critical documents are lost and compliance is maintained across the document lifecycle.
Marketing Assets
Marketing teams create large volumes of documents, graphics, and videos. Cloud storage is a great method to manage these, as it provides organization, version control, and accessibility.
What Not to Store In the Cloud
Be it a public, private, or hybrid cloud storage solution, security is a benefit often highlighted. Despite its modern technology and robust capabilities, some types of cloud storage can still pose a risk to sensitive data and information. For this reason, the following data and documents probably shouldn’t be stored in the cloud.
Sensitive Personal Information
Businesses should exercise caution when storing highly sensitive personal information, such as social security numbers, healthcare records, and financial information. Compliance with data protection regulations (e.g., GDPR, HIPAA) is mandatory, so it’s crucial to confirm how any cloud storage solution supports compliance.
Confidential Business Strategies
While the cloud is secure, it’s better to be safe than sorry. Critical business strategies, proprietary information, or trade secrets should be kept in highly secure, private storage solutions.
Noncompliant Regulated Data
If your business deals with regulated data, such as payment card information (PCI-DSS) or personal health information (HIPAA), ensure that any cloud storage solution you’re considering complies with relevant regulations.
Large, Frequently Accessed Datasets
Depending on the pricing model, the amount of data and frequency of access can influence cloud storage costs. Storing very large datasets with high access rates may result in higher expenses, so make sure to verify any cost implications associated with size and access frequency.
Temporary Data
It’s good practice to periodically review and clean up data stored in the cloud. Storing unnecessary or outdated data can lead to increased costs and potential security risks.
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.
Archiving
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.
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.
Secure Your Data In the Cloud With Record Nations
Now that you know what gets stored in the cloud, it’s time to start your service. If you’re looking for cloud storage, Record Nations can help you find one that fits your needs.
We also connect you with professionals who offer document scanning and destruction services, along with document management systems and more. To start, fill out the form or give our experts a call at (866) 385-3706. Our team will help you find the right paperless solution for your business.
