There are many reasons why more and more organizations are migrating their digital files from hardware storage to cloud storage apps. These third-party apps offer remote servers that they maintain for computer data storage. Not only does this save on investing in more hardware as your data footprint expands, but the files are easier to manage, share, and send when needed. And collaborating and communicating with others located somewhere else almost instantaneously saves effort, time, and costs when files are easy to find and share.
Effortless Organization of Documents
Because cloud storage can offer unlimited storage space, you can save as many files as you need, from documents to large audio and video files. You can access the files you upload anytime, on any device, such as a phone, tablet, or anywhere there is a device with an internet connection. Make sure you select a cloud storage app that is compatible with all of your devices’ operating systems. Some examples of cloud storage apps include:
- Google Drive offers robust organization features like searching, starring important files, and selectively syncing or mirroring files. Paid plans start at $1.99 per month for 100GB of storage.
- iCloud seamlessly integrates organization tools into Macs and iOS devices with optimized performance. Paid plans start at $0.99 per month for 50GB.
- Dropbox enables easy sharing of organized folders, powerful search, and restoring previous versions. Paid plans start at $9.99 per month for 2TB of storage.
- Box provides advanced controls like collections, task assignments, and retention policies. Paid plans start at $5 per month for 100GB.
The file storage capability organizes the data in an easy-to-find hierarchical format of folders and files. Creating folders and subfolders helps organize files, especially if you upload different file types, such as spreadsheets, documents, photos, or audio and video files. Consistent labeling of the files will help with finding them easier at a later date.
Uncomplicated File Sharing and Collaborating
Sharing files and collaborating with others so that they can view files, edit files, or both can be set up easily when using cloud storage. For example, in the iCloud share options, you can select who can access the file and make changes. Then, you can set up how you want to share the link of a file or folder via email or by copying the link and emailing or texting it. You can also stop sharing files and folders when needed.
Once you start sharing the file and others edit and make changes to the files, cloud storage will automatically sync the changes across all devices linked to the cloud storage account. That way, the latest version of the file is always available to those who need the updated information.
Sending and Faxing Documents at the Tip of Your Fingers
Many cloud storage providers like Dropbox, Google Drive, and Box integrate directly with popular online fax services. These integrations allow seamlessly sending faxes of documents, spreadsheets, images, or any other files stored in the cloud without downloading and attaching them separately. Advanced features like delivery receipts, SMS notifications, and custom cover sheets optimize and confirm successful faxing from the cloud.
Sometimes you want to share documents through your preferred cloud storage app, but others may not have an account. That’s when online faxing can help. It’s a secure way to share your files, and you can fax any files stored on your chosen cloud storage app while using any device at any time. It’s easy to send a fax by following these steps:
- Open your email app
- Compose a new email message
- Enter the recipient’s fax number in the send-to field
- Attach the documents that you want to send from your cloud storage app
- Click send
And you can fax just about any type of file, such as documents, spreadsheets, or images. Once collaborators have received and opened the fax, they can make any changes or edits, digitally sign the fax, and fax the document back.
Cloud Storage Apps Reduces Costs and Increases Efficiency
Cloud storage apps can organize business operations and provide almost instantaneous collaboration capabilities between remote participants. By arranging files in folders and subfolders in your cloud storage app to be easily found and sharing files, either through sharing directly or online faxing, your business will function more efficiently and cost-effectively.
Migrating to the cloud can deliver significant cost savings for organizations. According to research, businesses can achieve a 30% reduction in IT expenditures over 3 years by moving storage to the cloud. Cloud storage eliminates capital expenses like buying servers and disk arrays since capacity is provided on demand. IT management costs are reduced by automating maintenance and administrative tasks. Employees become more productive with anywhere access and collaboration around cloud-based files. Despite some ongoing subscription fees, the total cost of ownership is typically much lower than traditional on-premises storage infrastructures.
With the right cloud storage provider, organizations of any size can benefit from features like unlimited capacity, robust organization and search, anywhere access, easy sharing, and collaboration, integrated online faxing, and lowered total cost of ownership. Evaluate leading solutions like Google Drive, Dropbox, iCloud, and Box based on your specific use cases, integration needs, and security requirements to choose the best fit for your business.