Unless you have been living under a tech-free rock, you will know that online storage is now officially a ‘thing’. We no longer need to keep endless pieces of paper for longer than we’re sure of, and we don’t need to worry about losing USB flash drives, because instead we have something called the Cloud.
Yes, we now keep our data in the sky. Not literally, obviously, but metaphorically speaking instead.
For a more visual take, check out this video if you still haven’t quite grasped what Cloud storage is.
By watching that video, you should be clearer in your mind about Cloud storage as one of the main modern office systems, and even if you’ve used it before, you might have learnt something new. There are many different types of Cloud storage available, but the point is that this type of storage is very useful for businesses.
Firstly, you can access it anywhere. As a manager, it’s quite likely that whilst you’re relaxing at home you suddenly have a lightning bolt moment of forgetting to do something, and you’re far away from your designer office desk. You can access the files you need from home and fix the issue, without waiting until Monday morning. You can also be sure that the information you store in the Cloud is safe and secure, as long as you choose the right type of storage.
The downside?
Nothing is invincible and that means that the Internet is just as vulnerable to security breaches as your manual paper-based system is.
Of course, we can’t wipe out the possibility of risk completely, we can only manage it. In that case, here are the main dos and don’ts of using online storage for your business, or for storage in your home office.
The DO's of Online Storage
- Look Into Different Types – There is more than one type of Cloud storage and it’s important to find the right one for you
- Choose The Right Size Capacity – Most Cloud storage options will give you a certain amount of space for free and then you will need to upgrade to enhanced storage. In this case, you’ll save money by only purchasing the plan which is sufficient for your needs; don’t waste money by going seriously over and above
- Utilise Your Meeting Room Facilities – When you have Cloud storage, you can easily use a conference table with power and link up computers to access files in the middle of meetings. Make sure you go tech-happy and step into 2019!
- Back Everything up – Most Cloud storage facilities are already backed up automatically, but check whether you need to do anything manually before you press exit!
The DON’Ts of Online Storage
- Jump For The First Choice You See – Again, remember to shop around. Some types of storage have features which will suit your business better than others
- Give Access to Everyone – Make sure only those who need it have access to the passwords required.
- Forget to change your passwords regularly – Speaking of passwords, you should also change them on a regular basis, as good security sense.
- Leave your files open and unattended – Don’t open confidential information on your computer, via your Cloud storage, and then walk away from your desk. Make sure you close everything down, safe in the knowledge that it is stored in the Cloud.
As you can see, online storage is easy to use and the same types of contemporary office storage rules apply – it’s all about common sense when it comes to security.
In terms of office space planning, Cloud storage is a great option because it totally negates the need for large filing cabinets, which take up space within your office. This means you have more room for the ultra modern desk you have your eye on!