Many companies nowadays rely on cloud computing in streamlining their everyday operations. Cloud data storage for medium-sized businesses has been a game-changer for many industries, especially during the pandemic. It made work easier for remote setups.
Data always plays an important role in how businesses make decisions and enhance their services to their clients. A company with volumes of data processed day in and out should have a solid data storage system.
But rightfully implementing a particular data storage system that’s appropriate for your business is tricky. Knowing that you’re getting the best out of your cloud data storage for medium-sized businesses should be all business owners’ top priority.
Onsite Helper has compiled the most important tips on cloud storage to help medium-sized businesses improve their experience.
And if you want to invest in a cloud service provider that will give you more value with less cost, get in touch with Onsite Helper now.
How to Get the Best Out of Cloud Data Storage for Medium-Sized Businesses?
1. Integrate top-level security for all your data
State-of-the-art and regularly updated security systems with encryptions and firewalls are what major cloud providers usually promise you as their clients. It makes all your data safe in the cloud rather than storing them in your local drives – which should be. But this doesn’t mean that all potential risks are gone. Cyber attacks can still go through, specifically through the users or in your case as a business owner, through your staff members.
It’s important for staff members to gain a proper understanding of online security. They must also be educated on how to rightfully use the security features of your cloud storage provider.
Did you know that most security breaches happening worldwide are due to compromised passwords and users’ personal information? Many people use the same passwords for all their accounts which is very dangerous.
The best solution is to integrate highly secured password managers, enabling your staff members to have different passwords for all their accounts without having to remember them all.
2. Usage of two-factor authentication
Medium-sized businesses which use cloud storage should integrate two-factor authentication. This gives an extra layer of security, ensuring that the hacker can’t still get into the account.
Setting up a two-factor authentication should be compulsory.
Additionally, having two-factor authentication alerts users if there is any sign-in from a new device. This prohibits someone who’ll try to access your account and files.
3. Maximise the usage of syncing
One of the nicest benefits of using cloud storage is the ability to immediately synchronise your files and folder to the cloud. With this, everyone in your team will be able to access important data wherever they are. This is particularly great for medium businesses with people working from home or remote locations.
If you don’t like having a default browser-based cloud storage interface, then many cloud providers offer the integration of your cloud folders into your operating system’s file structure. You just need to download a necessary app so that your cloud-stored files appear as a folder on your computer as long as you’re connected to the internet.
Syncing makes access to files automatic and seamless.
If your business has cold files or those that are rarely checked and consulted, the leading cloud providers have options on how to properly store these. These include files that can’t be synced and should be manually retrieved or accessed.
Google and Microsoft Azure offer cold storage solutions for their clients.
4. Organise your data well.
Cloud data storages allow you to sort out your files like that of a traditional hard drive structure.
Now when sharing files with your staff members, you should establish a good structure and rules for consistent file naming. This enables everyone to access the files they need easily and fast.
It pays to have a proper organisation of files from the start rather than sorting as you go along since inevitably your files will increase. A good folder structure is also important for security purposes. It helps you manage permissions. It makes you restrict files that are for the managers or executives only.
Cloud storage providers offer additional organisational tools. These vary of course from one provider to another. As a business owner, you should look into these tools on how they could help your business operations. For instance, Google Drive has the ability to add a shortcut to a file in a different folder. You can do this by selecting a file and pressing Shift+Z. And then you’ll be able to select a second folder to place the shortcut.
5. Use collaboration on live documents
This action is not only making the best out of your cloud storage but also promoting good communication among your staff members.
With cloud data storage, files are accessible to one or two staff members at the same time. For example, if a spreadsheet needs input from a number of people, this task is easily doable.
If an input is wrong on the file, it’s easy to track the changes too when using cloud storage. Versions of a given file are stored and can be accessed by users, in case one needs to retrieve something (especially if a colleague deletes a file accidentally) or needs to go back to a particular version. This feature is highly present in Google Drive. But sure enough, other cloud storage providers have their own edit history features.
6. Utilise integrations on cloud data storage
Certain software that most medium-sized businesses use seamlessly integrates into cloud storage. For example, integration of project management software into Google Drive and Dropbox. This enables smooth interaction between processes, beneficial for the productivity of your business.
However, in order to keep a safe and efficient system with no security risks, you should periodically check what apps have access to your cloud data storage and remove those you’re no longer using.
Cloud Data Storage Affects Business Operations
Certainly, storing and managing cloud data storage for medium-sized businesses affect any kind of business in the world. Safe storage means the security of all important business data. And security creates confidence between your business and your clients.
Other cloud storage tips Onsite Helper can give:
- Always declutter your cloud storage.
- Assign tags to files.
- Audit your files.
- Double-check permission settings.
- Store all event documents in one location.
IT security is one of the services Onsite Helper gives to clients. Over the years we’ve found that medium-sized businesses are prone to cyber threats and attacks. This is because they tend to overlook the importance of having IT security support and an IT security system.
Do you want to run a check-in in your system today?