Cloud storage as we know it has been around since the mid-2000s. Much has changed since then, and acting as your digital hard drive is only their basic function. Want to maximize the perks of using online storage services? Then follow our seven pro tips!
Back Your Data Up
You know what they say – two is one, and one is none. It’s foolhardy to keep your most important files in one place, especially if it’s a laptop that can easily malfunction or get stolen. Uploading them to a secure and reliable data storage service means you can continue working or keep precious memories even after a disaster strikes.
Share Files Your Way
No one uses DVDs anymore, and why bother with a USB drive when you can share terabytes of data with a link? Better yet, leading secure cloud storage platforms let you pick how you want the sharing process to go down.
For example, you can make links public or private so that only approved accounts can access the contents. You determine which files and folders they see & can download. Some providers will let you set up a download period or have the link self-destruct after a set number of downloads.
Supercharge Collaboration
Working remotely is good for employee wellbeing. Cloud storage helps it run smoothly. It integrates seamlessly with the most popular productivity and communication apps.
That allows everyone on your team to comment or make changes and always work on the latest version. Most importantly, work doesn’t have to grind to a halt if someone calls in sick or has their laptop stolen.
Organize Like a Pro
Cloud storage makes it easier to organize and track your files and folders. Setting up folder trees and permissions is intuitive, especially if you color-code folders to locate them faster. Since you’ll likely be sharing part of what you upload, cloud storage also nudges you into logically naming and sorting files. After all, you wouldn’t want others to have to deal with “ActualFinalRevisionComplete(3).pdf”, would you?
Enhance File Safety
Backups are enough for general data, but essential files need better protection. Data breaches cost companies millions, and the burden would be smaller if so many didn’t leave critical files exposed. Secure cloud storage comes with robust encryption, ensuring only you and the people you share the files with know their true contents. To safeguard access to such sensitive storage, employing a strong password manager for creating and storing unique, complex passwords is a highly recommended practice.
Storing encrypted files online also makes sense for access tracking. Setting up permission levels limits the files certain user classes can see or interact with. Each access attempt is also logged, making it easier to find and plug security leaks. Moreover, for data that’s reached the end of its lifecycle or resides on devices being decommissioned, utilizing the best data removal service ensures it cannot be recovered, adding another layer to your data protection strategy.
Sync it up
The ability to sync files from cloud storage with your desktop, phone, or even a smartwatch is among the most compelling reasons to sign up for a plan. As long as you install the app, the device or your location doesn’t matter.
Why not take it a step further? Syncing doesn’t always mean you have to keep duplicates that take up space on your physical disk drives. Some providers let you pick & choose which files to copy and which to have in shortcut form. Others will create a virtual drive and download files locally as needed while maintaining constant availability.
Find Your Match
Competition is great for consumers, and there’s no shortage of it in the online file storage space. Even free plans are enticing nowadays as creating an account is enough to get 10+ GB, no questions asked.
Providers differ by cost, storage amount, and perk tiers. Some focus on providing basic storage as cheaply as possible. Others are more expensive, but make it worth your while with better third-party integration or more advanced security features. Take your time, explore the internet around, and choose the provider that satisfies your needs the best.
With over a decade in the tech field, Bogdan blends technical expertise with insights on business innovation in technology.
A regular contributor to TMS Outsource's blog, where you'll find sharp analyses on software development, tech business strategies, and global tech dynamics.
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