The use of cloud storage services to store and secure business and personal documents is almost essential these days. Modern entrepreneurs, small businesses, students, teachers, and organizations use cloud-based data storage services.
With the use of Cloud storage services, you can secure and store your physical documents in digital format and all your personal and professional computer and internet data securely. This is particularly important for businesses and organizations that deal with sensitive information, such as legal firms, healthcare providers, financial institutions, and many others.
Gone are the days of floppy disks, CDs, DVDs, and Pen drives such as storage devices now people are limiting the storage of data on computer hard disks. Even on many computers and laptops, you will not see a DVD drive or DVD player.
In that way, 50% parts of hard disk storage space is utilized by operating systems and application software files. The remaining 50% of storage space in SSD/HDD is mostly used to store personal data, family photographs, mobile data, events data, and large size of files, especially video files.
And the use of hard disk use varies as per the person such as students store different things than a business owner. But these data storage trends and practices are changed now. Here you can learn about the kind of data that you can store using Cloud storage services
Instead of storing and securing data on computers, they are using cloud storage service providers’ platforms to save, secure and manage their data effectively. Security and privacy are maintained by cloud storage service providers.
How does cloud storage work?
Cloud-based data storage service is a modern or digital way to secure, organize documents. You store data with the use of the internet and software in a remote server (someone else computer). This remote server not just one but many such servers are maintained by the service provider. And these cloud-based data storage services are also available or pre-integrated in productivity, finance, and marketing software
Cloud storage service providers charge fees for your data storage as per the plan you choose with them. Many cloud storage service providers provide 10GB to 20GB of free cloud-based data storage in the beginning. Here you can learn more: Top 7 Powerful Uses of Cloud-Based Data Storage
Why it is essential to use Cloud Storage Service?
Our computers, laptops, and most of our online and offline activities are generating lots of data. And it’s a lot of work to manage the data effectively. As you know how important is data for a business? Whether it is marketing data, customer database or financial history. But doing it manually on a computer or even online data hosting space is not easy.
Cloud-based data storage or document storage will provide you with several advantages over storing data on an office or personal computer or laptop such as:
1. Business data access to clients and team members
If you want to give separate access to your business data, documents to clients, and clients’ data to your team members while at the same time, you want to monitor the activity then cloud storage services allow you to manage the space as per your business requirement.
2. Access your business data on different devices
Cloud storage services platforms (web applications) automatically synchronize your data across devices whether you want to access it through mobile, tablet or computer or even on smart TV. Any changes that you or your team member or your clients made to the documents, files, and folder reflect on all connected devices.
3. Travel without the tension of missing documents or leaking privacy
A decade ago we used to carry the DVD, Pen Drives, physical file folders, and even external hard disks wherever we need or the possibility of data access mostly while traveling. It was not safe and secure.
But after the use of cloud storage service, we can access the data anywhere and we don’t need to carry it. We just need an internet connection and a mobile.
So, if you work remotely, during travel or in any other situation where you need to access and share your personal or business data, and documents then without any doubt that any good cloud storage service will be very effective for you.
You can also add an extra security layer through a VPN tool especially if you must share or receive documents from remote locations or strangers or need to access location-based websites or for freedom in internet surfing with privacy.
4. Work on the project with team members together
Cloud storage services provide such as Google Drive, and One Drive provide collaboration features that allow you to work with your teams on projects or documents simultaneously. This enables real-time updates and seamless sharing of files that ultimately help you to get more done in less time.
5. Scalability with ease anytime
When you use a cloud-based document storage service you don’t have to worry about investing in external or internal SSD or hard drive. Nor do you have to think to delete important data to make space for new files. With just a single click you can expand the data storage space as per your business needs.
6. Data Backup and Recovery
Many cloud storage service providers offer backup and recovery features. While it’s not that important especially if you’re using cloud-based data service. But if in any case your cloud-based gets deleted on your own or by team members you can contact your service provider for backup and recovery. Although the data on the server is regularly backed up by the service provider, it’s also important to go through their terms and conditions in case you have any doubts. g any reliable cloud-based data storage service.
7. Data is secure and private
You can’t be sure that the data on the computer is safe and secure. Or no one knows about it. Even if it’s not infected by a virus still it’s not secure. For example, if your laptop or computer hard disk or SSD gets corrupted, or accidentally broken or any other unforeseen event you lose the data and access. Even if it’s physical documents, certificates, pen cards, Adhar cards, driving licenses etc. If you have saved one copy of each of these important documents digitally on the cloud that will be very helpful.
And also if everything is on your laptop such as family photographs, kids’ photographs when she/he is an infant or just a kid, and any other memories, but that laptop or data gets corrupted then it will be a tensioned, and a big challenge to recover that data. This will consume time and money as well. Still, no technician or data recovery service can guarantee your data recovery.
If someone tries to access your digital data or stored data they have to go through your email ID, password, OTP, User ID, and many other things. And suppose they don’t know about your email id. or You just created a new email ID today to buy storage space. Can anyone guess it? Never.
It’s totally private from the public even your family members or partners can’t access it.
So the safest method is to store your important documents digitally through cloud service. Most cloud storage service providers implement robust security measures, such as encryption, multi-factor authentication, security audits and OTP etc.
While the benefits of cloud storage are unlimited if go through each particular use case scenario. It will take a month for me to go through each. But the above are the most useful. Once you start using any one cloud storage service you will be able to explore its power and features.
Learn More: Top 10 reasons, behind the importance of cloud computing
6 Cloud-Based Data Storage Service Providers
There are various cloud storage services providers and each of their service or features are mostly common. You can choose the service that is best fit for your personal and business needs. You can use two separate services for data storage. With one company you can use it for personal documents and the other company for business documents.
But for this, you must choose a trusted, secure, and fastest cloud-based data storage service provider. In the following list, we have selected some of the reputable providers with free and paid plans.
1. Dropbox – Cloud storage, file synchronization, personal cloud, and client software
Dropbox is a leading, specialized, and reputable service known for cloud-based data storage. We can also say this like file, data, and document hosting services. Dropbox prioritizes data security and assures users that their data will not be sold.
Dropbox Cloud Storage Service features:
- Dropbox ensures your files are exclusively yours, safeguarding against data resale.
- You can store backups, photos, and documents all together for easy access.
- With Dropbox, you can save huge files (up to 2 TB), sync quickly, and preview nearly 200 file types.
- Store everything in one place for easy access.
- Other than storage, you can use eSignatures, share docs with insights, back up automatically, and collaborate effortlessly.
- You can connect Dropbox with tools like Zoom, Slack, Adobe, Microsoft Office, and more for seamless collaboration.
- Ideal for both personal needs and efficient teamwork, storing files securely and enabling easy sharing.
- Dropbox uses encryption to protect your data, both during transit and when at rest in its servers.
- Two-factor authentication adds an extra layer of security to your account.
- You can start with free storage and then scale to paid plans with added features.
If you need a user-friendly platform for simple file storage and collaboration, Dropbox might be suitable. It’s versatile for both personal and professional use. Best for small to medium-sized businesses and personal use cases.
2. Box – Cloud-based content management, collaboration, and file-sharing tools
Box provides advanced security, integrated e-signatures, workflow automation, a collaborative Content Cloud, and extensive integrations. It distinguishes itself from Dropbox by focusing on specialized features to enhance secure collaboration, streamline workflows, and support a wide range of business needs.
Top Cloud Storage Features in Box:
- Box’s Content Cloud serves as a unified platform for teams, customers, partners, and vendors to collaborate on essential content securely. This approach ensures efficient collaboration without compromising security.
- Box offers integrated e-signatures (Box Sign) in your plan, allowing you to streamline business processes that require signatures. This cost-effective solution helps digitize processes like sales contracts and vendor agreements.
- Box enables the automation of repeatable workflows, such as HR onboarding and contract management, enhancing efficiency. This eliminates manual and time-consuming processes, letting you focus on core tasks.
- With over 1,500 app integrations, the Content Cloud offers a secure platform where teams can work the way they prefer. This enables seamless collaboration without sacrificing security or manageability.
If you require collaboration, advanced security features, workflow automation, and integrated e-signatures, Box is a better choice. It’s designed to handle complex business processes and secure collaboration. More suited for businesses with larger teams and complex collaboration needs.
3. Google Drive – Personal Cloud Storage & File Sharing Platform
You can consider Google Drive if you value easy access, collaboration, built-in security, and integration with Google’s suite of productivity tools.
Google Drive is excellent for individuals without any extra plan. But with Google Workspace plans, is ideal for businesses that prioritize secure cloud storage, collaboration, and integration with popular office applications. The built-in protections, collaboration apps, and easy integration make it suitable for teams of various sizes.
Top Cloud Storage Services features you will get with Google Drive:
- Like others, Google Drive offers easy and secure access to your content from mobile devices, tablets, or computers. You can store, share, and collaborate on files and folders easily.
- Files shared with you are proactively scanned and removed if threats are detected.
- Google Drive integrates with Docs, Sheets, and Slides, cloud-native collaboration apps. These apps enable real-time content creation and effective team collaboration.
- With Google Drive, you can collaborate in Microsoft Office files without converting formats, and edit and store over 100 additional file types, including PDFs, CAD files, and images.
If you want additional space you can consider subscribing to Google One for additional storage to use across Drive, Gmail, and Google Photos. Google One also includes extra benefits and the option to share membership with family it’s similar to iCloud.
4. Microsoft One Drive – Share Files and Photos
OneDrive offers seamless integration with Microsoft 365, strong Windows integration, and features like “Files on Demand” and “Personal Vault.” It’s a suitable choice if you use Microsoft’s productivity tools such as Microsoft Word, Excel, and PowerPoint.
The choice between Google Drive and OneDrive depends on your existing ecosystem, integration preferences, and whether you prioritize Google or Microsoft’s productivity apps. Both services offer cloud storage, sharing, and collaboration features for personal and business use.
Top cloud storage feature you will get with Microsoft One Drive:
- Like all of this, OneDrive allows you to access, edit, and share your files across all your devices, ensuring you have your content wherever you are.
- OneDrive’s “Files on Demand” feature lets you access all your OneDrive files in Windows 11 without using up space on your PC.
- By subscribing to Microsoft 365, you get access to the latest versions of Word, Excel, and other Office apps, along with 1 TB of cloud storage, document sharing, ransomware recovery, and more with OneDrive.
OneDrive, especially with Microsoft 365, is ideal for businesses using Microsoft’s productivity tools. Google Drive is better for businesses that prefer Google Workspace tools.
5. iCloud – All your photos, files, notes, mail, and more
iCloud is a cloud storage and cloud computing service offered by Apple Inc. It allows users to store various types of data, including photos, videos, documents, app data, contacts, and more, securely on Apple’s remote servers.
This data can then be accessed and synchronized across multiple devices such as iPhones, iPads, Macs, and even Windows PCs, as well as through the iCloud website.
iCloud Top Cloud Storage Services Features:
- iCloud provides users with a certain amount of free storage space (5GB by default) to store their data.
- iCloud automatically synchronizes data across all devices connected to the same Apple ID.
- iCloud offers device backups, allowing users to back up their entire device’s settings, app data, and content to the cloud. This data can be restored to a new or reset device, making the migration process easier.
- In addition to the standard iCloud services, iCloud+ offers advanced privacy features like iCloud Private Relay and Hide My Email.
- iCloud Drive lets users store files and documents in the cloud, making them accessible from any device with iCloud integration.
If you primarily use Apple devices such as iPhones, iPads, Macs, and Apple Watches, iCloud becomes a valuable tool to keep your data synchronized seamlessly across all your devices.
6. Icedrive– Next-Generation Cloud Storage
Icedrive is a cloud storage and file synchronization service that allows users to store, manage, and access their files securely from anywhere. Similar to other cloud storage providers like Google Drive and OneDrive, Icedrive offers a platform where users can upload, store, and share their files in the cloud.
Icedrive provides drive mounting software that makes your cloud storage feel like a physical hard drive. This means you can access, manage, and update your cloud storage as if it were attached to your computer, without taking up space on your local device.
Icedrive offers a user-friendly cloud storage solution with drive mounting software, cross-platform accessibility, sharing and collaboration tools, and a promise of ongoing improvements. It’s positioned as a versatile option suitable for different types of users, from photographers to content creators.
Icedrive Top cloud storage services features:
- Massive 10GB Free Storage
- Revolutionary Drive Mounting Software
- Cross-Platform Cloud Storage Apps
- Share, Showcase & Collaborate Tools
- Constant Evolution and Improvement
Before choosing Icedrive or any other cloud storage service, it’s important to evaluate your specific requirements, such as storage needs, collaboration features, integration with existing tools, and overall ease of use. Additionally, consider whether Icedrive’s unique features, such as drive mounting, align with your preferences and workflow.
Top 5 Tips to choose the best cloud storage service provider
- Assess your storage needs, including both current and future requirements. Choose a provider that offers plans with sufficient storage capacity for your documents, data, and files. Consider how much storage space you’ll need for personal and business use.
- Prioritize providers that offer strong security measures, such as encryption (both in transit and at rest), two-factor authentication, and data protection protocols.
- Opt for a service that provides cross-platform compatibility, including web access, desktop apps, and mobile apps. This ensures you can access and sync your files across devices and operating systems, enhancing your flexibility and productivity.
- Consider your current software and tools (e.g., Microsoft Office, Google Workspace) and choose a cloud storage provider that integrates well with them. For example, which productivity tools do you use or plan to use? If you heavily rely on Microsoft Office apps, OneDrive’s integration with Microsoft 365 might be more advantageous. Similarly, if you use Google Workspace tools, Google Drive could be the best fit.
- If you intend to collaborate on documents and share files with others, look for providers that offer robust collaboration tools. Features like real-time editing, version history, and secure file sharing can streamline teamwork and document management.
If you need more guidance please read this post: How to get the best cloud storage for small business
So by considering all the above factors, you can select a cloud storage service provider that aligns with your document storage, data management, and business file-sharing needs. Even if you start with a trial version or free plan you will get an idea about which one is best fit for your personal and business secure data management.
Informative post.