What you’ll learn:
Cloud storage is a safe and secure way for businesses to store important files. Not only does it make remote working and collaboration easier – it can help your business go paperless, removing the need to file away physical documents which can easily get lost, stolen or damaged.
As an employer, you have a legal (and ethical) responsibility to keep your employees’ data safe – and cloud storage is one of the best ways to ensure this.
Put simply, cloud storage is a digital means of saving files. Storing files within a secure online platform has two key benefits – you can access the documents saved there remotely, and decide who can access them by granting permissions.
Using cloud storage you can send, edit and download files you need to your desktop anywhere, anytime, and often using any device. All you need is a secure internet connection.
Small businesses use cloud storage in many ways, including:
Storing contracts – having one central location where contracts (for employees, suppliers or otherwise) can be accessed at any time or sent to be filled and signed.
Managing invoices – keeping a record of which invoices have been settled, and which are outstanding, in folders ordered by client, supplier, or month.
Backing up files – if private servers or desktop working are preferred, cloud storage can also be used to make an online backup of files for peace of mind.
Cloud storage is widely viewed as a safer and simpler way of working for businesses large and small. Here are a few reasons why:
For many businesses, the main benefits of cloud storage are:
Agility – with cloud storage you only pay for the capacity you need. Usage can be reduced or expanded to work with the needs of your business, which means you don’t overpay for capacity.
Global scale – the world of business feels a lot more manageable when you don’t rely on paper and post. A cloud storage system can help you to expand your business around the world or hire employees from anywhere with ease.
Cost effective – cloud storage is generally more affordable than equivalent physical hard drives and self-maintained storage networks.
Large capacity – before cloud storage, companies had to develop their own storage area networks. These were expensive to maintain as your business and infrastructure grew. With cloud storage you pay for the capacity you use, providing more flexibility.
Enhanced security – by regulating access and viewing or editing permissions, you can make sure all data on the cloud is used by only the right people.
Of course, cloud storage might not be for everyone. We have seen high-profile data leaks in recent years as cybercrime has become more advanced. While third-party cloud hosts are generally a few steps ahead in terms of top-of-the-range security measures, there is still a slim chance data can be stolen.
Some cloud hosts also take ownership of all data that’s uploaded, which may not mean much in practice, but still might not sit well with some business owners.
There are many factors a business should consider when choosing a cloud storage provider and package. Think about:
You can use Adobe Document Cloud to store and share large files online. It’s simple to upload any docs – including Word, Excel and PowerPoint files – to Document Cloud from any device. You can then manage files by renaming them, moving them between folders, and sharing them with anyone you want.
Alternatively, if you’re a Dropbox customer, you can open PDFs and preview Photoshop, Illustrator and XD files on desktop and mobile.