Once a business takes the big step of moving all storage files onto the cloud, it might seem like its job is done. But there’s actually a lot more to storing data safely than just dropping it in an external server. Sure, you could just rely on the server to do its job and move on, but in reality, getting the most out of cloud storage requires a little effort. Here are a few tips for ensuring your cloud data is giving you the most bang for your buck.
1. Enable Collaboration
If you’re planning to use cloud storage solely as a safe place to keep data, you’re missing out on one of the greatest cost optimization benefits cloud computing has to offer. The cloud makes collaboration a breeze since sharing files takes almost no time, and any changes are made in real-time. To make the process even more efficient, you can integrate your cloud filing system into the existing file structure on business systems.
All workers can now see, share, and upload files in real-time, making projects a lot easier to complete, and making remote work a breeze. Older, less-used files can be kept in something called “cold” storage, which just means they’ll be somewhat harder to access but won’t be taking up as much space in your systems. Taking advantage of the cloud’s file-syncing capabilities would truly be such a waste of valuable resources.
2. Organize Efficiently
Once a business has been around a while, there are tons of built-in operations that are no longer working as efficiently as they could. Outdated processes can cost businesses money and slow down work, but it can take a lot of time to find them and fix the problem. Cloud computing offers solutions to this problem by making it incredibly easy to keep your files stored in an organized fashion.
Establishing file structure (the system for naming and storing files) at the very beginning of moving all your files onto the cloud is necessary for this to work, and that can be quite an undertaking. It requires everyone to agree on a naming and storing system so that everyone will know how to find a file once it has been moved to the right place. But once you’ve gotten everyone on board, your files will be extremely organized and it’ll be a lot easier to find what you need.
3. Mitigate Security Risks
One of the biggest reasons why businesses choose to move to cloud storage is because of the security benefits. Once you’re on the cloud, you no longer need to worry about having your data compromised due to natural disasters or theft. However, there are still some security risks that could be mitigated if the right steps are taken. For one thing, no business is totally safe as long as employees are not all trained on security protocol. All it takes is one person with a weak password to compromise your data.
It’s important for everyone, without exception, to regularly change passwords and to avoid using the same password for multiple accounts. Employees can utilize a password manager to stay organized, rather than writing things down physically. There should also be two-factor or multi-factor authentication utilized wherever possible, which means that logins will require multiple forms of identification before allowing access. The key to good data security is just layering up on protection, so do your part to ensure your cloud data can stay where it is.
4. Integrate Software
To make the cloud really work for your business, the best thing you can do is get all other software with your cloud storage. This means that within whatever app you’re using at the moment, you’ll be able to browse and access your cloud files. You won’t have to switch between apps, and the entire process will be a lot smoother and more efficient. Utilizing the cloud to its fullest potential requires a little effort, but once you do you’ll notice a marked difference in the functionality of your business processes.
