So, what are the advantages of cloud storage? Before we get to them, we should have now realised that the past two years have taught us that the ability to work from outside of the office is more important now than ever.
While we’ve always had IT, cloud services and online resources, the need to work from home has accelerated the need for more technology options, especially cloud storage.
Options for cloud storage mean that different companies will use different software to suit their specific needs – and this was particularly important as millions were forced to work from outside of offices due to the Covid-19 pandemic around the world.
At the drop of a hat, working from home became the norm and the working day changed forever.
So, what are the advantages of cloud storage? Let’s take a look…
What is meant by Cloud Storage?
Cloud storage is a model of computer storage in which the digital data is scored “on the cloud”.
The physical storage of the data and documents spans multiples servers, usually in more than one location.
With cloud storage, the physical server locations are owned and managed by hosting companies, who maintain, secure and run the servers to allow for cloud storage services to be provided.
What are the advantages of Cloud Storage?
- Cost
- Security
- Accessibility
- Synching
- Updating
- Multiple Users
Cloud storage comes in many forms and many different packages. Therefore, you have a variety of options for your own cloud storage needs. Below, we look at some of the advantages of cloud storage which can help make your decision a little easier should you wish to go down that route.
Cost
By using cloud storage, your business is effectively outsourcing storage needs. Utilising cloud data storage means that you are reducing the need, and expense, of internal resources, hard drives or servers; an important benefit in a strong list of the advantages of cloud storage.
The company itself does not need any technologies or expertise to manage or store their data, which the vendor company does, meaning no need for expensive training or hiring experts to manage the data storage and servers.
Cloud storage services are often provided at an affordable price; again, meaning that you can have a secure cloud document storage space to suit your business, and at a cost that fits your needs. You can save money and focus on running your business without the worry of managing your own cloud service infrastructure.
Security
When talking about working with the internet, safety and security are massive factors. Irrespective of the size of the business or the wants and needs of cloud storage, document security is a priority for all concerned.
To ensure your data is secure and accessible, it is saved across multiple locations so if one fails, your data is still managed by the other data centres, keeping it safe, secure and accessible. A copy of your data is generally stored at different locations so that if information and data is lost in one place, it is secured at another location; so your information is not lost. Secure print is also another important service offered by Docutec to ensure GDPR compliance when printing.
One of the most effective ways to run your business is to use the latest tech. Having the right tech for your business will make everything a lot easier. Having a business that is based around tech usage is where the cloud really comes in handy. This is not only a great way to store data but to make sure it’s backed up and accessible from any location where you have an internet connection. For example, QuickBooks Hosting is a great way to store your company’s data securely in the cloud
Accessibility
A hugely important benefit of cloud storage is that files are widely accessible. This means that you can access your files from wherever you are, without the need for third-party help.
You can simply log in and retrieve important documents using your computer, tablet or smartphone to ensure that nothing is out of reach for clients and co-workers.
With the impact of Covid-19 hitting businesses and the need to work from outside the office, cloud storage has become an even more essential part of our work life.
Cloud storage allows for employees to access what they need from anywhere in the world, not just in the office, in the country or travelling around the world. This can also be helpful if working with agency and freelance staff where you can give access to specific and relevant documents.
Synching & Updating
With cloud storage, there’s no need for constant emails or printing paper to access your files.
Paper documents that need updating can be a laborious task; meaning searches through binders and boxes, printing new documents, and filing away again.
However, with cloud storage, your files can be synched to any device that can access an internet connection. This means that you can be anywhere in the world and see the latest synched information and documents
Multiple Users
Another advantage of cloud storage means that more than one person can access the same information at a time.
Rather than multiple printing of all sheets and space-filling folders, access to the cloud allows for multiple staff members to view and work from the same documents. Not only view, but cloud storage means that colleagues can work and edit documents live and in real time.
This makes working with staff from outside the office simplified and allows for office collaborations, even when you’re not physically with your colleagues.
Disadvantages
While the list of advantages of cloud storage makes for positive reading, it’s important to be aware of some of the drawbacks.
Internet Dependency
While we all often have access to the internet these days, from Wi-Fi or personal hotspots using phones, internet is needed to be able to access your information and documents. If you’re on the road or in a location without internet access, you won’t be able to access or share documents – so it’s important to ensure you have the right access you need.
Costs
While you will save money not having to buy and manage physical servers, cloud storage, depending on your needs, can cost. However, many plans are created for businesses and there are many different providers who offer different plans to businesses.
Technical Issues
Cloud infrastructure is often vulnerable to instability or technological issues. While you may not have issues most cloud storage options, it could happen which means you may lose access to your data until systems are restored.
Get in Touch with Docutec Now
To ensure you take advantages of cloud storage, speak to the Docutec team who are perfectly positioned to find you the most suitable and secure cloud document storage solution. By speaking to our expert and knowledgeable staff, we’ll help you to discover your cloud storage needs.
We will guide you through the different options, the benefits to your business and how it works.
By 2022, it’s forecast that up to 60% of organisations will be using external cloud managed services – double the percentage or businesses since 2018 (Gartner).
Cloud storage can combine other Docutec services such as Document Management Systems and Document Workflow Automation, which can fully digitalise your documents and make them accessible rather than buried in boxes and folders in storage rooms, as well as our Managed Print Services to help streamline your business.
Docutec also offer Ricoh and Canon printer lease options for business printers such as office printers, multifunction printers, large format printers, office photocopier printers, document scanners and high volume printers.
Reach out now to the Docutec team of Cantec Group and we’ll be in touch to find the perfect solution for you and your business – hello@docutec.ie or use our contact form: https://docutec.ie/contact-us/
If you are interested in reading more blogs written by our team, we have plenty of options. Have you recently set up a company and looking to find out how to choose a print for a small printer? Then we have the perfect article for you.
The advantages of office automation are an area we are questioned about every week as it is the heart of our business. Once we explain the benefits, dozens of businesses sign up, resulting in saved rime, money, and resources. To find out more about other areas of our business, click on the blog section and read away.
