What is Cloud Based Storage?
Cloud based storage is a means of storing data in the cloud. The cloud are servers owned by cloud storage providers e.g pCloud, Zoolz, ByMIND, Polarbackup, Microsoft Azure, IBM,etc and they make it accessible to you via the internet.
Each of these companies have cloud computing systems, computer servers and storage devices connected to computer networking equipment that spans the globe. These data are stored in these companies computers usually stored in a regional data center close to where we live.
What is Paper Based Storage?
Paper based storage is a means of storing data on paper. It includes the process of either writing, drawing or printing data on paper and storing them in files, boxes or levers and placing them in shelves or safes. It was a traditional and primary method of storing data until the later part of the 20th century.
As of the 21st century, paper based storage is majorly used by small scale businesses that can handle paperwork. This is because of their size and the minimal number of records they keep.
Government owned industries like healthcare or financial institutions may also keep paper documents because of maintenance and audits.
Why Cloud Based Is Better Than Paper Based Storage
- Cloud based storage is an important part of any successful sector be it education, finance, health, etc. This is because record keeping, account payable, expense reports, etc generates tons of paperwork which gets very hard to keep. And how a company stores their information can affect the company either negatively or positively.
- For large companies, they are sure to have more data to store and if these data are stored on paper, it is going to take up a large amount of physical storing space. But for cloud storage, the servers take up less room to the number of filing cabinets that would be needed to store the same amount of data on paper. You have no worry about expanding your physical storage space. With cloud based storage, all you have to do is buy the storage space you need and upgrade easily when you need more space.
- As one continues to store data on paper, the storage costs go up and it becomes harder to find files. The way data is stored plays an important role in how easy it is to access them. Storing data in the cloud makes it easy to track data. You can find specific records with search tools built into the document management system. This system allows you to sort data so it is easier to find. With just a few clicks the data you need is at your fingertip. Since cloud based storage is easier to interact with, electronic data storage helps optimize workflow and allows you to use the data collected more strategically.
- Paper files get damaged easily. You risk losing years worth of records and data stored on paper if there is a fire breakout or flood because papers are fragile. If paper files are destroyed, there is no way to recover these lost data. But cloud based storage allows you to backup and protect data automatically. This backup allows you to recover your lost data easily without stress.
- Paper based storage meets the minimum data storage requirement. Important files can be kept at hand and if organized carefully they can be accessed easily. However, it doesn’t allow you to use the data effectively.Cloud based storage allows you to look up data and analyze it easily and quickly.
- Cloud based storage makes it easier to share data compared to paper based storage. Sharing data via cloud can be electronically which is simple, easier, efficient, and faster unlike paper based storage which requires you to send these data by transporting them physically either with a vehicle or by a person which can cause damage if not handled properly.
- Cloud based storage is very secure. This is because any reputable cloud storage company you keep your data with would be committed to providing the best cyber security as possible . They can provide better and cheaper security because these cloud based storage companies specialize in protecting electronic data.
Conclusion
When data is stored in the cloud, it is simple to leverage the data. You would be able to run keyword searches, sort files by type or date or size, compare data from different fiscal periods and make backup copies of digital documents easily without taking huge amounts of space. With that storage no longer becomes an issue especially if you outsource file hosting to a data storage company instead of maintaining your own server.
Cloud based storage is an efficient way to record and store data whether you opt-in for on-premises servers or rent cloud storage from data storage companies, digital document management is more environmentally friendly and takes up less space than paper.
In today’s world, cloud based storage makes going digital the best practice in every sector. Even if one is to keep paper versions of selected documents on files there should be cloud based versions of them to act as backup because paper can be destroyed in the case of fire outbreak or flood or even theft. Cloud saved data are at lesser risk of damage than paper saved data and can be easily recovered if there is damage.