The cloud has become the main tool for companies seeking innovation and continuous improvement. Thanks to this, collaborative work was enhanced and productivity has seen a considerable increase.
The backup of documents in the cloud marked a before and after in the processes of companies. You may be wondering why? The answer is simple: many companies work with enormous volumes of important information that require storage, while at the same time needing immediate availability when a data query is required.
Before, the common way to save documents was through local storage, or on external drives. However, with the implementation of the cloud, or cloud computing, companies found the perfect way to save money and time. Today there are various companies that offer cloud document backup services.
Usually, these services are combined with other services as you can find in these White Label opportunities. Cloud service providers are basically those who move far beyond the boundaries of the virtual world, from a data storage perspective. But it should be noted that not all of them are really reliable and trustworthy.
Advantages of document backup in the cloud
Backing up information in the cloud reduces the risk of data loss caused by problems with the computer, or by damage to external storage units. When saving the documents in the cloud, the servers make regular backup copies to avoid losing them. Data backup is at the core of cloud-based work systems.
In addition, it allows collaborators to access them from any place and device. In this way, they will not have to be physically in the company to fulfill their daily tasks; in essence, it opens the possibility of telecommuting.
Having practically infinite and secure storage to save your backups is another reason why migrating to the cloud becomes a necessity. It is also important to consider that more than 70% of employees interact with people in different time zones and regions at least once a month.
This implies that the documents must be worked on with the support of several collaborators, so it would be cumbersome to send and receive the document via mail in order to provide comments to modify it. From cloud storage, the document is edited in real time and with different users connected at the same time.
It is necessary to maintain the most up-to-date versions of the tools. Otherwise, you risk losing data and attributes belonging to current versions. By keeping the tool up-to-date, you will avoid conflicting information and minimize the risks of your file conflicting.
Store in the cloud
On the other hand, storing documents in the cloud helps to maintain information security, since the loss of laptops is more frequent than it seems. It is estimated that around 800,000 laptops are lost annually in airports alone. Naturally, this implies negative economic consequences. However, when everything is stored in the cloud, the computer is considered as a tool to access information, but not the essential component.
Also, in outdated versions of the desktop software, a synchronization error may occur that deletes the files of those users with the selective synchronization feature.
Don’t let viruses destroy your work
These viruses are known to infect multiple files on a computer, and their spread to other computers occurs via email and physical storage drives. If you do not have a backup of the information in the cloud, you risk losing everything, since, depending on the virus, the option could be to restart the operating system. An alternative that implies the loss of all documents. Once you understand the importance of having your documents backed up in the cloud, the next step is to assess which option your company needs to store your confidential files.
The main thing in a migration to the cloud is to trust your service provider. Some recommended policies, in addition to keeping your documents free from cyber attacks, provide you with an opportunity to increase the productivity of your processes. With the many tools that make up them, businesses can take collaborative work to a new level. Relying on technology to optimize processes is a necessary action in a world where not innovating is synonymous with huge economic losses.