Data and files obtained in the course of business must be properly stored as materials. “Cloud storage”, which manages files on the Internet, allows you to access information regardless of time or location.
On the other hand, there are many people who are considering the introduction of cloud storage for file management, but are having trouble understanding the differences between services and how to operate them.
In this issue, we will introduce a comprehensive overview of cloud storage, best tool, and tips for operation for below people.
- “We want to improve the current situation where file management methods are not standardized.”
- “We want to acquire knowledge about cloud storage and choose the most suitable service.”
- “I am worried about whether my employees will make use of the cloud storage service even if I introduce it.”
If you are in charge of file management, this article will help you find the way of facilitating use of cloud storage and best cloud storage for your company to relieve the burden of file management.
Contents
- 1 Overview of cloud storage
- 2 5 key factors in choosing cloud storage
- 3 3 merits of introducing cloud storage
- 4 3 demerits of introducing cloud storage
- 5 3 tips for successful cloud storage operations
- 6 Best cloud storage have high securities for free
- 7 Summary of best cloud storage and overview, and selection points
Overview of cloud storage
This section provides an overview of cloud storage. Use the following to gain a better understanding of the tools.
What is cloud storage?
Cloud storage is a service that allows you to store data over the Internet.
It can store all kinds of data, including photos, videos, and Office files. Unlike e-mail, the advantage of cloud storage is that it can be used to send large amounts of data.
Traditionally, data was stored on USB memory sticks or HDDs, but with cloud storage, there is no need to carry such devices around, and work can be done as long as there is an Internet environment.
Cloud storage can be started simply by registering an email address or other information as an ID, making it easy to deploy within a company. With telecommuting becoming more popular and the frequency of all employees meeting in the office decreasing, cloud storage is attracting attention as an easy way to share files.
Differences between personal and corporate storage
Personal storage and corporate storage differ in the functions they require.
Personal storage is used to store photos and videos, so as long as the capacity is sufficient. However, corporate users handle important data such as customer information, so they need to choose a storage solution with high security.
For example, the security level required for corporate use includes “information encryption” and “meeting international standards.
For these reasons, the tool that has SSL (Secure Socket Layer) encryption and ISO27001 (ISMS) certification like Stock are suitable for cloud storage.
3 types of online storage
Cloud storage is divided into 3 types like below.
| Public cloud | Private cloud | Hybrid cloud | |
|---|---|---|---|
| Features | ・Server or Softwares can be used by any member provided from various venders. ・You do not need maintenance cost. | ・Public cloud can be used by general public, but Private cloud is specialized into your team or company. ・You do not need maintenance cost. | ・Hybrid cloud is combined the functions between Public cloud and Private cloud to complement each demerit. |
| Cost | Good, as the pricing of services have difference, check the total costs before installing. | There is possible that costs will be higher to customize for your team. | Very good, as the features are hardly customizable, it is important for your team to consider regarding functions you need before installing. |
Also, the difference between Public cloud and Private cloud is described like below image.
Hypervisor is the control program that is used by virtualization.
5 key factors in choosing cloud storage
The features that come with cloud storage vary from product to product. Therefore, choose the best tool for your company by keeping the following points in mind.
(1) Cost is appropriate
Choose a low-cost service.
The price of the same service varies depending on the storage capacity and the number of users. Therefore, you need to estimate the monthly cost in advance to make sure that you can continue to use the service.
In addition, if you choose a multi-functional storage or large-capacity service, you may not be able to use it within your company, resulting in poor cost-effectiveness. Therefore, implement an inexpensive tool that is not excess or insufficiency with the necessary functions to create an environment that will benefit you in the long run.
(2) High security
Choose a tool with strong security.
For example, if the tool supports “data encryption (SSL)”, “two-step authentication”, and “IP address restriction”, which only accepts access from a specific network, you can use the tool without worrying about information leaks.
Therefore, you should introduce a tool such as Stock, which is so secure that even major companies can use it without worry, to ensure that your data is protected.
(3) Ease of file sharing and collaboration
Choose a tool that makes file sharing and collaboration easy.
Cloud storage has the advantage of centralized file management. However, if it is difficult to share files or collaborate, the storage will not be utilized as a result, so you must choose one that is easy to use.
Therefore, a simple tool that can be operated intuitively to quickly penetrate cloud storage is essential. In particular, if it is compatible with smartphones in addition to PCs, it will be easier for employees to take advantage of it since they can use it while on the move.
(4) Specialized functions for protecting datas
To prevent the loss of important files through mishandling, data protection features are necessary.
If there is a function to prevent accidental deletion that can restore a file that was accidentally deleted, or a version control function that can restore a file to its pre-edit state, the problem can be quickly resolved in the event of an accidental manipulation.
Therefore, if you want to prevent serious problems, choose a tool with functions to protect your data.
(5) High quality support desk
Make sure that you will receive courteous and speedy support.
If you have a problem with your cloud storage, you will need to contact support. However, if it takes 2 to 3 business days to reply to your e-mail, the resolution of the problem may be delayed and stressful, so it is essential to select a tool that provides prompt support.
Therefore, if you want a smooth problem resolution, choose a tool that promises support within one business day.
3 merits of introducing cloud storage
Here are some of the merits you can gain from implementing cloud storage. If your employees are aware of the following benefits, the implementation will be smoother.
(1) Solve the division of work among employees
Cloud storage allows for centralized management of internal documents and solves the need to assign people to different jobs.
Cloud storage allows you to consolidate files with various file extensions in one place. In other words, information previously stored on individual PCs or data managed on different terminals or servers can now be centrally managed.
Solving data personalization and scattering will prevent problems such as “I forgot where I saved the file”, or “I cannot find the data and end up contacting the person in charge directly”.
In addition, if a document management manual is prepared at the time of introduction, the method of storing and categorizing data will be standardized for all employees, making it even easier to manage information.
(2) Reduced costs
Cloud storage is a low-cost way to get started.
Compared to conventional on-premise storage (where the company owns its own servers and performs server operation and maintenance), cloud-based storage is less expensive in terms of initial and monthly operating costs, making it possible to reduce costs.
The personnel costs associated with operating the system are also cut, allowing employees to work at higher productivity levels. However, since the monthly fee varies depending on the number of users and the amount of capacity used, it is important to select a plan that is not excessive or inadequate.
In addition, if you choose a tool with a simple operation method, you can reduce “training costs” when introducing the tool, so consider this if you want to start operations smoothly.
(3) Access to data regardless of location
With cloud storage, you can access your data regardless of time and location.
Cloud storage allows you to access your files when and where you want, as long as you have an Internet connection, and since it is available on PCs as well as smartphones and tablets, it can be used in any situation, such as when you are out of the office or in an emergency.
Therefore, if you want to have an environment where you can easily find your documents, cloud storage is the way to go. In particular, tools such as Stock, which allow you to refer to data even in an offline environment, will ensure that you can find information even in environments with poor reception.
3 demerits of introducing cloud storage
This section introduces 3 demerits of cloud storage, if you grasp the below, you can consider the countermeasure before occurring operation.
Cannot use offline
Since cloud storage is the prerequisite matter that uses online, you cannot use at the offline environment.
Therefore, when the member use it, you should check the environment that has bad connection and install the file to your local server. On the other hand, as there is the app like Stock to use at offline, it is the way to use file regardless of time and location.
Difficult to customize
Most cloud storage is difficult to customize for your team.
If you need to customize the functions according to your team, you should use private cloud or choose the appropriate plan before subscribe.
This demerit may convert from demerit to merit for the person that uses cloud storage without complicated operation.
Need to check security before introducing
Be careful that the security of the cloud storage that you selected.
As you handle the information that must not be omitted, the security of cloud storage is the important point.
Especially, the scenes that the retirement of the person in your team or the person in charge from external may occur, you should check the features such as access authorization, work handover.
3 tips for successful cloud storage operations
Below are 3 tips for successful cloud storage operations. Regardless of the amount of information you handle, you need to keep your operation simple.
(1) Do not complicate the rules
Keep the rules for cloud storage simple.
Data and documents are important items that will always be used for business purposes. However, if the rules for using cloud storage are complicated, employees who find it troublesome may continue to manage it on their own PCs and not benefit from the merits of cloud storage, such as solving gentrification.
Therefore, make the rules for cloud storage as simple as possible to create an environment in which employees can easily utilize the tool.
(2) Organize data in a hierarchical manner
Organizing your cloud storage in a hierarchical format with separate folders for each subject will make it easier to use your clous storage.
If files are stored in storage without being organized, it will be difficult to find the files you need, and it can also lead to capacity compression due to unnecessary files stored.
However, if you manage folders in a hierarchical structure, you can see all the related business files at a glance, and the location of the files is clear, so they can be properly organized according to their retention periods.
(3) Create an environment where the information you want can be easily found
Create an environment where it is easy to find the information you want.
Materials and data are indispensable for business operations. Therefore, you need to create an environment where you can easily find the information you need.
So, you need to create an environment where you can find the information you need quickly. In particular, if the tool can search by “folder name” in addition to “file name”, you will not have to search for folders and can proceed smoothly with your work.
If you want to reduce the workload of your employees with cloud storage, choose a tool with an excellent search function.
Best cloud storage have high securities for free
Below is the best cloud storages with high security.
If you are implementing an IT tool for the first time, or if you are not sure how to choose the right tool for your company, focus on “whether or not it is easy for all employees to use”.
Cloud storage is not the end of the process; it is only effective when all employees use it. If the tool has many functions and is difficult to use, members in the field will not be able to use it and it will not take root in the field, so choose a tool that is simple in design and easy to use.
In conclusion, the cloud storage that should be implemented is Stock, which can be used immediately even in non-IT companies.
Information left in the “Note” of Stock can be reviewed without the need to open the file, but if it is absolutely necessary to share information by file, the file can be attached directly to the “Notes” section. In addition, information in the Stock is encrypted by SSL, so there is no need to worry about information leaks, making it ideal for corporate use.
Stock｜The easiest way to keep track of team information
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Summary of best cloud storage and overview, and selection points
This article provides an overview of cloud storage, 5 recommendations, and tips for operation.
Cloud storage allows you to access data regardless of time and location, thus increasing the speed of your business operations. In addition, centralized management of documents in storage can lead to the smooth solution of information personalized.
However, it is important to note that multifunctional tools are difficult to use and do not spread within the company. Therefore, if you introduce a “tool that has not excessive or insufficient functions”, you can immediately benefit from cloud storage.
In conclusion, the cloud storage of choice is Stock, which is so simple that even a employee can use it and easily share files.
Free registration only takes 1 minute, so using Stock and take the burden out of file sharing.
