As more and more daily tasks within small businesses require online activities, traditional paper filing systems are becoming less popular in favour for cloud-based storage systems.
So, let’s talk you through how online files can help your business be more organised and ready for the future.
What are cloud-based storage systems?
There are now many types of cloud-based storage systems available, all with slightly different features.
The common thread throughout the different software is that it’s used to store your files in the cloud. That means you can access your files from any location, as they are not solely saved to a local computer hard drive or a physical server.
With cloud systems, the important files and documents needed to run your business are accessible by logging in to your account.
Although there are still physical servers hosting your files, it’s not managed by you.
But don’t worry, the software hosts keep your files and data secure.
What are the benefits of using the cloud for my business filing system?
With the traditional method of paper files or local computer hard drives, you’re putting your business at risk.
What would happen if your physical office were to be in a fire or flood?
Or your computer crashed and died!
Although we never want to think of the worst, risk aversion is an essential part of planning.
To keep your business protected from any potential damage, theft, or any other mistakes, cloud-based storage systems are perfect.
Without relying on a physical place to contain important documents you need for running your business, you can pick up where you left off if disaster strikes.
You and your staff members can also work from anywhere with cloud storage.
Do you remember at the beginning of the pandemic when everyone was sent to work from home?
The companies that already had cloud systems in place had a huge advantage over those that didn’t, as they could continue to operate as usual (or as close to normal as could be at that strange time!).
From a personal note, Spero Solutions wouldn’t be the same today if it were not for cloud-based storage systems.
Recently, I’ve had to take my business to Australia after my brother was in a severe accident. While he is recovering, I can access everything I need to run my business with thanks to online cloud storage.
If you’re looking at hiring a virtual assistant to support your business growth, having cloud-based storage systems in place first is incredibly useful.
Sometimes people enquire about working with us here at Spero Solutions, but not having cloud storage can be a barrier to begin working together.
Popular cloud-based software choices
There are now many variations of cloud-based software.
The one you choose depends on your business size, the number of users, how many files you keep, and also which other operating systems you use within your business.
The top cloud-based software includes –
- Dropbox
- Google Drive
- Microsoft OneDrive
- Amazon Cloud Drive
- iCloud by Apple
- Box
- And there are many more choices…
Often, no matter which cloud software you pick, you can use it on any device and access your information any time, any place.
Before you decide on which system to go for, it can be useful to check it integrates with any other software you already use.
For example, if you’re an Apple user on an iMac and have an iPhone, you may choose iCloud storage. Likewise, if you are already a Gmail user, you may choose the Google Drive cloud-based storage system.
Some of the systems require paid subscriptions and can become costly, so it’s also useful to weigh up how many users you need and the size of the storage package.
You can usually start on the low-end or free package and upgrade, but thinking about this now could avoid a high monthly fee in the future.
How secure are cloud-based storage systems?
You may be nervous to hand over access to all the files that are vital to running your business.
If you’re worrying about how secure they are, it’s understandable.
When you’ve picked the specific system to use, or asked Spero Solutions to help you decide, you can check their particular security information.
In general, though, cloud software is very secure. As your files are stored on servers located in warehouses where only a limited number of people have access, the full system has been designed to be safe and secure.
The warehouse and online servers will have regular monitoring, with alerts set up for any potential threats. Most operators have 24/7 surveillance and can act quick toward any potential dangers.
Another thing to add about security in cloud-based systems is your files are encrypted.
Only you have the digital encryption key available to ‘unlock’ your files, so even if files were intercepted through the cloud storage, they wouldn’t be readable. This makes cybersecurity threats minimal, as it’s not possible to steal any data from encrypted files.
In short, putting a cloud-based storage system is likely much more secure than your current business filing system. So, you shouldn’t worry any longer about that…
And, of course, the cloud software can be installed on your computer, so that you can have a version saved locally and the same version in the cloud. Double security!
Prepare your business for outside help with cloud storage
Now you understand the basics around having cloud-based storage systems instead of traditional filing systems, you may need some help implementing that change. It can be a daunting task to face digitising all paper documents to online formats.
To prepare your business, you can hire Spero Solutions to support with the transition.
If you provide us with paper files, we can do the legwork by producing cloud-compatible versions of the same files. This means you’re not only updating your filing system, but you’re also starting the process of delegating to a virtual assistant.
Find out more about how to systemise your business and outsource boring tasks to a virtual assistant with our handy guides.
It’s always our goal to set your business up for success – however that looks for you.
If that begins with supporting you with cloud-based storage systems, we’re happy to help. Get in touch with Spero Solutions to start getting your business organised.