As your business keeps pace with the most efficient technological advances this year, now (more than ever) is a great time to consider moving your data to the Cloud. With storage and bandwidth costs becoming more and more affordable, along with recent advancements in cloud platform technology, moving to the cloud means more efficient collaboration for your team. Learn more about this strategic tool that boosts productivity, streamlines operations, and is increasingly valuable to high growth companies around the world.
Understanding the Cloud
First, a quick overview of what the “Cloud” does. The Cloud is digital storage, hosted by an outside provider, who typically rents or leases storage space to you, and is also responsible for server maintenance. It allows for anyone with login credentials to access files from any device, which can greatly enhance collaborative projects, as well as software like CRM (customer relationship management) or ERP (enterprise resource planning), and also improve situations where multiple departments need to view the same information.
The Cloud usually doesn't affect your device's internal storage, thus reducing the need for individual hard copies or massive hard drives on each machine.
System security is often provided as a core Cloud offering, with daily backups and periodic system scans, in order to check files for viruses and malware (NOTE: backup security is always recommended).
Choosing a Cloud Service
When considering to move your business to the Cloud, here are the most popular types of cloud solutions to choose from:
- IaaS: “Infrastructure as a Service” typically involves a pay-per-use model, including data analytics, and developer tools
- SaaS: “Software as a Service” is the most well known solution, and coordinates with iPaaS, “Integration Platform as a Service”, incorporating different data tools
- PaaS: “Platform as a Service”, is appealing for developers because of the programming tools, along with the coding apps available in the Function as a Service (FaaS) option
- IDaaS: “Identity as a Service”, focuses on creating user profiles and maintaining authentications protocols
Another key consideration when moving to the Cloud is how the model is configured. Here are the four types of cloud models:
- Public: The service provider is available for personal and professional users, and often has free (basic) levels. Think Dropbox and Google Drive.
- Private: This provider generally has a stronger level of security attached, as it's tailored to your business, and utilizes your computer equipment to create Cloud structure.
- Community: Designed for organizations that have several departments, such as emergency responders and government branches
- Hybrid: Uses features from both public and private models
Planning to Move Files to the Cloud
The Cloud is a vital tool, particularly as evidenced by usage. According to IDC, International Data Corporation's 2018 “Worldwide Semiannual Public Cloud Services Spending Guide," businesses are expected to spend about $160 billion on these technological tools this year, and upwards of $227 billion by 2021. Once you determine which Cloud solution is best, implement a few steps to ensure the process goes as smoothly as possible.
Hold a team meeting to discuss what files are most important to everyone's responsibilities. This is also an ideal time to digitally de-clutter and sort through files that are no longer necessary. Then, organize the essential files and media images neatly, properly label them, and place any sensitive information into an encrypted location.
Next, you’ll want to establish orientations to train employees. Develop video tutorials and resources so that everyone becomes proficient with this new system, including how to communicate with the Cloud server's customer service department. Decide on an order of importance for the files you are moving to the Cloud, so that all team members have time to acclimate. Since one of the main advantages of this service is remote access, you will want users to be comfortable working within it any time they choose.
Review security measures with the Cloud providers; in case the absolute worst occurs and there is a system malfunction. Keep in mind that anyone granted permission will have immediate access to the uploaded information, along with any editing privileges granted.
As for budgeting for Cloud services, budgets typically vary depending on the specific business requirements and platform you choose. It can be anywhere from a flat $20 to $100+ a month, or rated per storage space. Some contract terms may also include fees for setup and downloads, as well as deductions for deleted files.
With a better understanding of this data storage application, and its appeal for company operations, you can feel comfortable moving to the Cloud! See for yourself how it benefits your overall time and efficiency.
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