Cloud storage is a convenient and cost-effective way to store and access your files from anywhere, anytime. But with so many cloud storage solutions available on the market, how do you know which one is best for your organization? Here are some important considerations to keep in mind before you make a decision.
What is the most cost-effective option for my organization?
One advantage of cloud storage is its ability to scale with your business needs. You don’t have to worry about running out of space or buying expensive hardware. However, not all cloud storage solutions offer the same level of scalability. Some cloud storage platforms will start you with a large pool of storage for all users but with smaller incremental increases per additional user licensed. If you only need a modest amount of cloud storage and that platform’s specific functionality is more important, then this may not be an issue. However, if you need a lot of space or if you expect considerable growth, other platforms are often more cost-effective.
Keep in mind that cost per GB per month is not always the primary factor in choosing the right cloud storage platform for your business. Be sure to read on for details on other aspects of any candidate platforms before earmarking favorites solely based on price.
Will the cloud storage solution meet my security and reporting requirements?
One of the main concerns of using cloud storage is the security of your data. You want to make sure that your files are protected from unauthorized access, loss, or corruption. Look for a cloud storage solution that offers encryption – both at rest and in transit – as well as features like multi-factor authentication, password protection, and access control. Single-sign-on (SSO) integration with your existing identity provider, like Microsoft Entra ID or Google Workspace, can also help simplify your identity posture. If you work in a regulated industry, you should also check the provider’s compliance with industry standards and regulations, such as GDPR, HIPAA, or PCI DSS.
Each platform offers varying levels of reporting and governance features. For example,
- How much space is being used by folders, users, or file types
- External Sharing Alerts and Reporting
- View Permissions settings
Some platforms already offer these capabilities. If not, they are often available from other resources, but employing them can add cost and complexity. Make sure you have a thorough sense of your organization’s needs.
Can my team collaborate as needed with this cloud solution?
Cloud storage can enhance your team’s collaboration and productivity. By storing your files in the cloud, many platforms allow you to easily share them with your colleagues, clients, or partners and work on them together in real time. Look for a cloud storage solution that supports file syncing, versioning, and co-editing, as well as integration with popular apps and tools, such as Microsoft Office, Google Workspace, Slack, or Zoom.
Not all cloud storage products are created equal. Some require connectivity to access, while others have offline capabilities. Some services are simplified file server replacements that, while available in major public clouds, don’t have richer features such as offline access and file and folder external sharing.
Tech Tip: One consideration to be aware of is that offline access isn’t always a good thing depending on your workload. If your work pattern is dependent on collaboration with many users making frequent changes to the same files, even a single user making offline changes can create update conflict nightmares.
What about migration and compatibility with my current and future infrastructure?
Over time, cloud storage products will evolve, and new products will come to market. As the needs of your business change, there will be a day when you will need to consider moving to another product. While considering the available paths to migrate into your chosen cloud storage platform, also consider what paths are available to move from today’s platform to others. Are there several options? Are the options that exist easy to leverage?
Some cloud storage platforms can be accessed directly from mainstream applications. Others rely on File Explorer or Finder integrations. For the latter, ensure your chosen platform’s integration can handle the amount of data users need to be accessible. Some have limits on how much can be made accessible via their OS integration, which can cause big problems.
Choosing a cloud storage solution for your business is not easy, but by following these tips, you can make an informed and smart decision. Remember to compare different options, test them out, and read reviews and feedback from other users. GadellNet has created a matrix comparing considerations for several popular solutions. You can download a copy of it here.
Cloud storage can offer many benefits for your business, but only if you choose the right one for your needs. If you would like to talk to one of our strategic consultants about choosing the right solution for your organization, contact us here.
