Cloud storage for small businesses

Cloud storage for small business

With people working remotely more than ever, it’s important that they can access all their work files anytime, anywhere. Many small businesses are turning to secure cloud storage to fill this need. However, some businesses still aren’t sure how they can use cloud storage, what benefits it provides, or which options to choose.

Read on to learn more about cloud storage for small business and which service is right for you

What is cloud storage?

Cloud storage is a service that securely stores documents, spreadsheets, photos, and other files across disparate remote storage systems or data centers. Moreover, it enables anywhere-access to these files via your computer, phone, tablet, or internet browser.

Cloud storage for business also offers on-demand scalability, which means that you can scale up or down your use of resources as needed, providing you with potential cost savings since you pay only for what you use.

Prior to the availability of cloud storage, most businesses and their employees stored files and data on their computer’s hard drive, external drives, or a company server. In today’s connected world, using cloud storage offers many benefits over local storage. For example, people can save, access, edit, and share your files from any device—whether they’re in the office, at home, or traveling—plus, it protects files from accidental loss and online threats.

How secure is cloud storage?

One of the primary concerns when it comes to using cloud storage is ensuring that your data is safe and secure. When considering secure cloud storage for business purposes, it’s important to look for a provider that uses strong security protocols.

For instance, the best cloud storage providers use strong encryption algorithms to ensure that your data is protected both in transit and at rest. They also employ access control measures—such as two-factor authentication—to make sure that only authorized users can access your data. Additionally, many cloud storage providers store copies of your data in multiple physical locations to protect against loss or damage from system failures or natural disasters.

While no cloud service is 100 percent secure, cloud storage is widely considered to be a very safe way to store data. Secure cloud storage for business:

Ensures you have a back-up of all your files and data.

Keeps confidential data protected.

Provides convenient access to files from anywhere with an internet connection.

Enables secure file sharing with others in your organization via a link or shared folder.

How do small businesses use cloud storage services?

There are many ways to use cloud services for small business. Some companies use it to store documents and files, while others use it to store customer data or inventory. In any instance, businesses generally rely on cloud storage for backups and disaster recovery.

Cloud storage services are easy to use and often integrated into the programs that businesses and their employees use daily. One of the most common uses of cloud storage for business includes file management. For example, cloud storage is used to:

Store and access files. Storing files in the cloud is as secure and seamless as storing them on your computer. Businesses use the cloud to keep data safe and protected. Cloud storage also prevents files from piling up on desktops and hard drives. With features like version history, team members can even recover a prior version of a file if they delete or alter it by accident.

Share files. Cloud services allow employees to share files with other team members or with customers. File sharing empowers teams within an organization to share links to files via email instead of sending the file itself. As such, businesses don’t need to worry about a file’s size blocking the email. Plus, with links protected by passwords, teams can ensure sensitive files land in the right hands.

Organize files. Cloud storage systems are often user-friendly. Team members can create folders within folders to organize files. Search bars allow employees to locate files in a flash. Built-in artificial intelligence now suggests files to employees based on what they and their teammates have worked on recently. Teams can also create group folders so that each team member can view and access key documents. Finally, team members can add files to group folders when they are ready for review.

Collaborate on files. Employees can edit and comment on documents, spreadsheets, and other files together in real time. No more sending multiple versions of a document back and forth. With a cloud storage system, there’s a single document and a single source of truth. Additionally, file owners can track changes and reject any unwanted adjustments.

Back up files. Once files are placed in cloud storage, everyone within the organization can rest easy knowing that important files, data, and information are backed up.

Protect files. Cloud storage services include several file-protection features such as file encryption, suspicious activity monitoring, ransomware detection, virus scanning, and password-protected sharing links. Working together, these features protect your business’ files from online threats.

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Why is cloud storage a must-have for small businesses?

Cloud storage for small business is vital for productivity and data security. Here are some of the benefits:

Enables remote work. 70 percent of people around the world work remotely at least once a week. Many of these people work for small businesses. Cloud storage for small business lets teams store, access, share, and work on files no matter where they are.

Improves productivity. Small businesses don’t have time to waste. Cloud storage is reliable and always up. It doesn’t shut down for updates as on-premises servers might. Collaboration features are necessary for remote teams. Editing together in real-time allows team members to work as though they are in the same room, even if they are states apart.

Reduces costs. Cloud storage typically has a fixed monthly fee per employee in the range of $5-$15 and is often part of a productivity suite. Compare this with the expense of purchasing, licensing, hosting, upgrading, and maintaining a server. And don’t forget you’ll need to defend the server from hackers and malware attacks.

Boosts security. 58 percent of cyberattacks target small businesses. Cloud services for small business provide a solution. Most of them have robust security measures that stop bad actors. These include file encryption, intrusion monitoring, and two-factor authentication. Top storage platforms even offer ransomware detection and recovery. Cloud storage provides more peace of mind than desktop or local server storage.

Provides protection. While cloud storage is not a true back-up solution for all your systems, it does a fantastic job of backing up and protecting important company information, such as files, financial data, and even employee and customer data.

How do you evaluate cloud storage needs for small businesses?

When it comes to cloud storage for small businesses, there are a few key factors you need to consider before choosing a service. First, you need to consider how much data you currently have and how much you anticipate growing. Second, you’ll want to think about how many people need to access and use the cloud storage system regularly. Finally, cost is always a consideration, but luckily, there are several options on the market.

Once you have that information and are ready to choose a service, look for one that offers:

Strong security. Look for cloud storage with encryption at rest and in transit, virus scanning, version history, and an optional two-factor authentication login process. Defense against hackers and malware is vital. Additionally, check for roles and permissions controls, which ensure that team members only see the files meant for them.

Collaboration tools. Employees enjoy the convenience of using cloud storage to get work done in the office, remotely, and on-the-go with their phones. Your storage service should offer file sharing, real-time collaboration, and an app that lets you access and edit files anywhere.

Ease of use. Your cloud storage service should be easy to use. If it’s not intuitive, your employees may resist using it.

Cost-effectiveness. Most providers offer pricing that ranges from $5 to $15 per employee per month. That cost typically includes not just cloud storage, but also a bundle of apps such as email, spreadsheets, word processing, notes, and chat/meeting apps. Make sure you consider these features when evaluating cloud services for small business.

Should you get a personal or business cloud storage account?

Once you’ve decided on your cloud storage provider, you’ll come up against another important question: should you get a personal or business account?

A business account—like OneDrive—is the better choice. These accounts offer extras like:

Admin controls

Enhanced collaboration features

Increased security

Added or unlimited storage

Upgraded support

Without a doubt, a business account helps you get the most out of cloud storage and ensures you have the storage capacity, scalability, and features required to meet your business needs.

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Paul Diamond is the Product Marketing Manager for Microsoft OneDrive (consumer and small business). He has worked in marketing and eCommerce for Amazon, T-Mobile, Groupon and Vistage International. He’s also the editor of the books: Fishing’s Greatest Misadventures, Surfing’s Greatest Misadventures, and Cycling’s Greatest Misadventures published by Casagrande Press.

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Cloud storage for small businesses