You remember floppy disks, right?
Back in college, I had a few of them that I’d take from my dorm room to the computer lab in the campus library. I’d inevitably finish up my work session, hit “save”—and walk away with the dang thing still in the disk drive.
It often required a return trip to the computer lab. Most times I got lucky and the disk was still there, but not always.
How great is it that modern cloud storage has rescued us from floppy disks and manual save buttons? And from constantly running out of disk space, for that matter? In fact, even if a giant anvil fell out of the sky and smashed your computer to bits, your work would still be retrievable—as long as you’d been using a cloud-based program for your work.
These benefits are huge, which is why many of us don’t hesitate to use cloud storage for our casual work and file sharing.
However, the stakes get higher when you need to share or store sensitive personal information, essential business documents, and backups of important data.
That’s when you might stop being OK with the general sense that your info is floating somewhere in a fluffy, harmless vapor and demand a few more details on how this “cloud” actually works, and which cloud is the most secure.
Don’t worry: we have you covered. Here’s what you need to know.
First Things First: What is Cloud Storage?
It can seem like our information is literally floating above our computers in the ether at all times, just waiting to swoop back down and squeeze onto the screen at a moment’s notice.
That’s probably why the term “cloud” took off. (That, and “distributed computing” doesn’t quite have the same ring to it.)
Here’s a very basic version of what’s actually happening when you use cloud storage, for the uninitiated: Your information is sent from the device in front of you to the nearby router, which then sends the info to your local internet service provider, which then sends it along to another computer (in this case, one called a “server”). Your info is stored there until you want to retrieve it again, at which point it travels back to your local device via a similar internet route.
The best cloud storage systems use plenty of security and authentication protocols to make sure no one gets unauthorized access to your files in the process.
The real “cloud” isn’t as fluffy as you might have imagined
Technically, the only things that “cloud storage” requires are a data server and an internet connection. You can create a private cloud in your home or office, for example, to store shared data for everyone on the network to access.
However, when most people use the term “cloud storage” these days they’re referring to the services from big companies with vast resources.
These services, such as Google Drive and Dropbox, offer plenty of perks. Their storage capacity is practically unlimited. They have lots of resources to dedicate to security efforts. And, their network of servers is distributed throughout the world, so if a power outage or other unfortunate event (zombie apocalypse?) affects one location, the information will still be available on others.
The cloud-based storage industry has matured a lot in recent years, with plenty of competing programs on the market. Here are the features you should be looking into as you compare your options.
Storage Limits and Prices
Most of us don’t love the idea of spending more than we need to for something that doesn’t add any fun to our lives. (Many of us would hesitate to spend $13/month on cloud storage, for example, but not on Netflix.)
However, this isn’t exactly an area where you should be hunting for bargains. New cloud storage companies might offer great deals, but they might also go out of business. And at the risk of sounding cliche, you get what you pay for. Steep discounts might come at the expense of security features or dependability.
The value you get for any price point will also depend on the amount of storage included. You should get a clear idea of how much storage you think you’ll need, both now and in the near future, before you commit to a cloud storage program. The best programs have several pricing/storage levels so that you’re never overpaying.
Many cloud storage programs (but not all) also place limits on file size and upload traffic. These caps can be especially limiting for users who regularly upload big files, such as videos or high-resolution photos.
Sharing Features
One of the biggest perks of cloud storage is that it’s more secure than email for digital file sharing. As we mentioned, cloud storage solutions can also handle large files that aren’t possible to send via email.
The best cloud storage solutions make it extra easy to send and receive all types and sizes of files. Some even allow users to share their files by sending a simple link.
Some also make it possible to put limits on how documents are handled by recipients when they’re shared. For example, users might be able to make certain files “view only” or add passwords or expiration dates.
If you’re running a business or collaborating with others, you’ll want to look for a solution with features that make it easy to share files among groups and within organizations. Administrators of these programs may be able to set usage rules for all users, establish access levels for individual employees, and keep track of user activity.
Syncing Features
Another key feature of the best cloud storage programs is that they can automatically copy certain files on your home computer to the cloud, and vice versa.
This syncing ensures that you’ll always have the latest versions of your local files safely backed up in the cloud. Many programs also support “versioning,” which means that—you guessed it— they can keep track of the versions of each file. This can be really helpful if you need to see what was changed or restore a previous version of your work.
Syncing can also work in reverse, updating local copies on your computer with each change that’s made in the cloud copy of the file. This gives users access to their latest files even when they don’t have an internet connection. Users can work on the offline version of their files until the internet is restored, at which point their changes will be synced in the cloud version again.
Ease of Use
Sometimes, there can be a big difference in how storage solutions “feel” to use. Some are just easier to figure out. Some look better than others. Some simply make it easier to access and manage your files.
If you expect clients to submit documents via cloud storage, it’s especially important to pick a program that’s user-friendly and looks great. Click To Tweet
Here are some usability questions to consider for any cloud storage solution you’re considering:
- Does the program have apps for your phone that make it easy to access your files? Do the apps work on all major phone types?
- How easy is it for you to organize your files (such as in folders and subfolders) once they’re uploaded?
- Does the system perform consistently and quickly?
- Is it possible to receive files without requiring the sender to sign up for their own account?
- What happens when you have a problem? Is there robust help documentation, or, even better, a support team available to call or email with your issues?
Third-Party Apps
One of the best features of modern cloud storage is its almost limitless potential, thanks to third-party apps and integrations.
These apps and integrations offer plenty of ways to get more out of your storage, make your life easier, and impress your clients.
We listed some of them in our bonus download.
However, there’s one type of app that you definitely don’t want to miss: Apps that make file sharing easier.
File sharing apps like Fileinbox make it simple for people to send you files completely securely. There are no worries about compromised email connections, and there’s no need to require clients to create their own login and password.
To send you a file, your clients, colleagues or contributors simply navigate to your branded upload page and drag their files onto the screen. Their files are then sent directly to your Dropbox, Google Drive, or email account—organized automatically according to your rules.
Click here to learn more about Fileinbox or create your own upload page.