Business Guide to Online Document Storage

If your business relies on computers to store records, such as invoices and client files, you run the risk of losing your data, having difficulties accessing it, or running out of memory. One solution to this is online document storage. Cloud computing allows you to store, organize, and work with documents on the Internet, which can leave more free space on your personal computer or serve as a backup to your original files. While this type of storage has numerous benefits, it also has several potential downfalls. Review the costs, advantages, and disadvantages of cloud computing to see if it is a good solution for your business.

Benefits

As the information stored on your computer becomes more vital to your business, protecting it from loss while maintaining easy access to it becomes imperative. Online document storage addresses these concerns.

Protection from loss

Online document storage protects your data by storing it on a server separate from your computer. According to a survey reported in PC Magazine, 48 percent of small businesses have lost data as a result of hardware or software failure, computer viruses, accidental deletion, or theft. Even if your business location is hit with a catastrophic disaster, your data will remain safely stored and easily accessible once you get back up and running.

Easy collaboration

When you store your data on a server that is accessible on the Internet, it also becomes accessible to anyone you grant access to. This lets you use the power of cloud computing to share information, presentations, and more with other members of your company, clients, and collaborators.

Convenient access

Not only can you access your data from your work or home computer, but you might also be able to upload and download information directly from your cell phone. You can install a desktop client to let you use all of the features of the online document storage system, or you can access your data through the Web.

Less upkeep

When you use cloud computing for data storage, you may need less equipment on your premises. This means a lower cash outlay for you. You also don’t need as many employees, since you need not hire people to run your storage servers.

Extra features

Many online document storage companies offer extra perks that you don’t get when storing data on a local hard drive. If you are a regular customer of the service, you may be able to access features such as automatic updates and increased storage limits.

Pitfalls

Slow bandwidth problems

If you use an online document storage system, slow bandwidth can hamper your use of the service. This is especially true if you have a lot of data to upload or download. You should check with your Internet service provider to make sure there are no upload or download limits that would keep you from accessing the files you need.

Internet reliance

When using cloud computing to store files, you are limited as to when you can access those files. If you lose Internet connectivity for some reason, you also lose access to all of your documents. This means that you may be unable to work in a place where there is no Internet access.

Security concerns

Some business owners have security concerns regarding document storage systems. Not only do you need to worry about hackers accessing your private information, but also that employees of the storage service might automatically have access to it. Before using a document storage service, ask about the company’s privacy policy. Many such services recommend that you encrypt your data before uploading it for storage. If you have personal files that you want to keep private, think twice before trusting them to an online storage service.

Changes in ownership

If the service you are using changes ownership, your data could become unrecoverable. The new owners might also choose to raise the fees for document storage, adding to your expenses. If the company goes out of business suddenly, this can also impact your ability to access your documents.

Cost structure

The cost structure of online document storage services can be complicated. Typically, the lower the fees, the less storage space you have and the less often you will be able to access your files. If the price is dependent on the amount of bandwidth you use in a given month, you could experience widely fluctuating fees as you change how often you access your files.

Pricing

According to a recent survey, 68% of respondents said that hardware costs were the main reason to switch to cloud computing. The boom in this market in recent years has given rise to a tremendous variety of online document storage companies at a wide range of price points.

Some online document storage, most notably photo storage, is available for free, especially for businesses with small storage needs. Companies that offer free accounts for a small amount of storage often offer a large storage capacity for under $10 each month.

Storage companies that offer guarantees on the safety and security of the data in your account can cost $100 per month, or more. These companies usually back up the data in their accounts on multiple servers, so the added expense may be worthwhile.

Conclusion

The benefits of using online document storage partly depend on the reliability of your Internet service. If you have a high-speed connection with minimal downtime, cloud computing may be preferable to using PC software for file management. With easy access to documents, a simplified process for collaboration, and fewer equipment needs, you can save a significant amount of time and money. Finding a reputable and reliable provider is important, though. You need to ensure that you have enough space for your data and that the provider takes measures to protect your privacy. With a high-quality system in place, you and your employees can focus on services and productivity.