A cloud system might seem just like the My Documents folder on your laptop or PC, but there are a number of big differences that you need to know before using them. Here are three of the most important things you should know before using the cloud:
Security
There are many different advantages to storing, accessing and editing files on the cloud. It means that if you lose or break a piece of equipment you’ve been working with a file on, you can simply access that same file on a different piece of equipment by logging into the cloud. It also allows you to share your files with lots of different colleagues at the same time, so everyone can work on the most up to date version of each file at all times. While these might all seem like advantages, they can also be disadvantages. Being able to access the files from any internet-enabled device and sharing them with lots of different people will also increase the risk of the data being stolen.
To prevent these advantages becoming disadvantages, make sure you install a way of securing your cloud before uploading any sensitive data to it. If you install a cloud app security broker system, like the one designed by Proofpoint, you will have full control over your cloud files and apps so you can be confident they won’t get into the wrong hands. You can reduce the risk by only allowing certain users and even apps to access certain documents. This means the most sensitive information can be hidden away from everyone apart from the people you know you can trust with the information.
Size
If you look up at the sky, there is no way of measuring a cloud. It might seem like it goes on and on through the sky and never runs out. That might even lead to you thinking that your cloud system will have unlimited storage. The fact of the matter is that is far from the case. If you’re using a free cloud system, you’ll have a limit to the number of files you can store on the account. Consider whether you will have enough storage to operate with now and in the future before committing to moving all of your work onto the cloud. If you find you need more data, your cloud provider will allow you to increase the size of your cloud for a fee.
Access
The good thing about the cloud is you have access to the data wherever and whenever you have access to the internet. The only problem is if you’re away from the internet, you won’t be able to load your data like you would if it was saved onto a device. If you know you are going to be somewhere without internet access, consider saving copies of the files you’ll need from the cloud that you can work on. Then you can copy these files to the cloud once you have internet access. Make sure your colleagues know you’re working on the document offline, as any changes they make won’t be reflected when you re-upload the updated file at a later date.
