Using
Dropbox, OneDrive, Google Drive or iCloud as your main cloud storage
Tips to get the most out of your
cloud storage
In recent years we have seen an explosion in the popularity of cloud storage services such as Google Drive, Microsoft OneDrive, Dropbox, and iCloud. These providers offer hundreds of gigabytes or even terabytes of online storage at affordable rates, and more and more consumers are choosing to switch to
But before you consider switching to
cloud storage as your primary storage location, there are several critical
questions to ask. For example, can the cloud really replace the trusty hard
drive as your primary storage location? And how easy is it to access important
files and documents from other devices? And perhaps most importantly of all:
will your data be safe?
This article answers these questions and
provides insights into how to make the most of your cloud storage solution, no
matter which platform you choose.
Choose the right cloud
The most important step in moving to a
cloud storage solution is making sure you choose a platform that suits you. For
example,
a.
iCloud is best suited for people who predominantly use Apple devices.
b.
G-Drive, for G Suite or Google Docs and Android Users.
c.
One Drive, for Microsoft applications
The point is to find the provider that
best fits your computer and software usage.
Don't put your faith in free
It can often be tempting to use free
cloud storage solutions, but not advisable as many of the free cloud storage platforms
offer limited storage space, and they are less reliable. Also, they won't
provide high-quality customer support, and their data security protocols are
more likely to be below standard.
We also discourage users from using a
free cloud storage solution because today, the best providers offer highly
affordable packages. Compared to the frustration and lost productivity of a
poorly performing cloud storage solution, or the costs of data loss or a
cyberattack, investing in a high-quality cloud storage solution is a
no-brainer.
Some storage-as-a-service products even
come included in other software bundles. For example, all Microsoft 365
subscribers get 1TB of included OneDrive storage. If you already use the
Microsoft 365 suite of applications, it’s likely you already have one of the
best cloud storage platforms at your disposal.
Protect your phone
If there’s one thing everyone should
know when considering cloud storage it is that your account is only as secure
as the devices that access it. Your cloud data is at risk if your mobile device
or laptop is compromised (whether due to damage, theft, or cyberattack).
At a minimum, you should protect your
device with a strong PIN code or password. You should also make sure to change
the password to your cloud storage account regularly. If you want to seriously
up your data security game, investing in a password manager is the way to go.
For more about data security, see the section on two-factor authentication
(2FA).
Know what's safe to store
Potential data loss is an unavoidable
risk when using a cloud storage platform, whether due to cybercrime, accidental
deletion, or hardware failure. Businesses managing sensitive customer data or
financial information need to be particularly prudent about how they manage
data online.
Fortunately, there are a few steps
individuals and businesses can take to protect their data stored on a cloud
storage platform. The most important of these is encryption.
Encrypting data stored in the cloud will
ensure that it is inaccessible even if your account is compromised. Without the
proper authentication keys, any would-be thief will only see an
incomprehensible series of numbers.
If you take data security seriously,
encryption is non-negotiable.
Turn on two-factor authentication
(2FA)
While we're on the topic of data
security, let's talk about 2FA. In today's world, even the best passwords can
be compromised. 2FA makes it nearly impossible for would-be hackers to access
your account, even if they know your password.
2FA ensures that before accessing your
account from a new device, you must enter the account password and a unique
one-time code sent to either your email address or mobile phone.
When combined with encryption, 2FA makes
your cloud storage account as secure, if not more secure, than your trusty old
hard drive.
Always have a backup
The final step in securing your cloud
storage account is to always have a backup. Although exceptionally unlikely, in
the case of a major attack on your cloud storage platform, you want the comfort
of knowing you have another copy of your data stored in a secure
location.
This secure location could be either
another cloud storage service or a physical server or hard drive. This backup,
like your cloud storage files, should be encrypted and secured with a strong
password and 2FA.
Check what's connecting
If someone does gain unauthorized access
to your account despite the other data security strategies discussed in this
article, you'll want to know as soon as possible. This means finding out when
and from what device someone was able to access your account. It also helps
keep track of where you have logged into your account, in case you forget to
log out of a public computer at the library, the office, or elsewhere.
Fortunately, most cloud storage
providers today make it easy to see which devices are logged into your account.
They will show you when a device logged into your account, what type of device
it was, and where its IP address was geographically located.
If you notice a suspicious login, or if
you've forgotten to log out on a public computer, there are two things you can
do. You can log out of your account on the device in question, or you can log
out of all devices at the same time.
Revoke app access
Many third-party applications can access
files or documents stored on a cloud storage platform. For example, you might
want to connect Dropbox to If This Then That, or ensure Google Drive documents
open automatically in your email browser.
From your account dashboard, you can see
what apps have access to your data, and what data they have access to. You can
revoke permissions for apps you would rather not have access to your sensitive
files and documents.
Don't exceed your allowance
Having access to all your files across
all your devices is great, but you need to pay close attention to your mobile
data limit. Regularly syncing large files across devices can quickly bite into
your data allowance. This can potentially lead to additional and unwanted
charges.
We recommend downloading or syncing
large files only when using a Wi-Fi network. Wi-Fi accounts typically have much
higher data allowances, so exceeding those limits is unlikely.
Keep your payment details current
Ensuring your payment details are up to
date on your cloud storage account is one of the easiest ways to ensure your
account continues running smoothly. If a payment fails, your provider probably
won't delete your files, but it will limit your access. This can be annoying
and requires payment before you can access your files again.
How to choose a cloud storage/cloud
backup provider?
The CEO of Tectrade, Alex Fagioli,
explains how to choose the perfect cloud storage solution for your
business.
1. Know your current system
Before upgrading or repurposing your business'
cloud storage infrastructure, it's worth taking stock of what you are currently
using. A full audit of your cloud storage setup will enable you to optimize
your current resources and make an informed choice on any future investments.
Such an audit should consider your
organizational data storage framework as a whole. What internal data centers
are there? Do you use both private and public cloud services? And what
protocols for data security and privacy exist across the different systems?
Knowing the answers to these questions will immediately increase your business'
preparedness for a new cloud storage solution.
2. Seek value
Many IT leaders feel pressured to
deliver comprehensive network infrastructure and cloud storage technology at a
low cost. Fortunately, there are many affordable and high-value cloud storage
providers available.
The best approach is to consider several
providers, making use of free trials to find a cloud storage solution that
aligns with your organization's needs.
3. Prioritize
workloads
In the case of data loss, a full system
recovery and reboot can take several hours, if not days. While for individuals
this mightn't be an issue, for businesses it isn't an option. An entire day
without networked devices, cloud storage, or data security means lost revenue
and time wasted.
So, when looking for a cloud storage
solution, prioritize providers that offer 24-hour customer support and who will
help ensure you can get up and running as quickly as possible.
Although not directly related to cloud
storage, it is also worth considering a data recovery solution. This will
further protect your business against data loss when using a cloud storage
platform.
Cheers‼!
Proudly AdeDanCompTech
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