What are the best cloud storage solutions for small businesses? Small businesses have unique needs for their document management. Unlike larger organizations, small businesses do not necessarily have extensive resources, time, storage, or money to spend on developing a comprehensive records management plan. Record Nations has resources for small business owners to find the most affordable solutions in a given area for any document storage, scanning, digitization, or shredding project.
Cloud storage is essential for most businesses. Keeping hard copies of documents not only takes up space, but can lead you vulnerable to information theft. Paper files are relatively easy to access and are difficult to fully secure outside of a dedicated facility. Cloud storage begins with scanning physical records professionally. Providers can add OCR and indexing capabilities to these so that certain terms and phrases can be searchable and files can be editable in their new digitized form. Then these newly electronic materials can be accessed via the cloud. Physical copies can then be securely stored or professionally shredded.
What is the Cloud?
According to Microsoft, the cloud is “a term used to describe a global network of servers, each with a unique function.” The cloud is a network of servers around the world that operate together. Thus, as opposed to accessing files stored directly on a computer, you can access them on any authorized device. This makes it available to you or your employees anywhere. Overall, the cloud is a secure way to store and share information that protects you from losing or leaking information.
How the Cloud Helps Small Businesses
Small businesses can encounter various challenges, and cloud storage can address many of these issues effectively:
Limited Storage Capacity: Small businesses might have limited physical storage space for data. Cloud storage provides virtually unlimited space. This allows businesses to store, share, and access large amounts of files and data without needing lots of space or expensive hardware.
Data Security: Robust data security measures can be expensive and complicated. Cloud storage providers typically offer advanced security features like encryption, multi-factor authentication, and regular backups.
Scalability & Cost Efficiency: Setting up and maintaining on-site storage can be expensive. Cloud storage eliminates the need for upfront hardware investment and reduces ongoing maintenance expenses. The cloud also allows businesses to scale their storage capacity up or down as needed, ensuring they only pay for the resources they use.
Collaboration: Cloud storage platforms often come with built-in collaboration tools, such as file sharing, version control, and real-time editing, facilitating seamless collaboration among employees regardless of location.
Compliance: Small businesses operating in regulated industries must comply with various data protection regulations. Many cloud storage providers offer compliance certifications and adhere to industry-standard security practices, helping businesses meet their regulatory obligations more easily.
Get Started with Record Nations
Businesses of all sizes have storage needs. Cloud storage is particularly flexible and inexpensive while still maintaining a high level of security. Two decades ago, Record Nations was founded as a small business hoping to connect others with the most affordable services in their area. Our team empathizes with the mission of small and medium sized organizations that are invested in protecting their information. Our experts are highly experienced in advising business owners and getting free, customized quotes on solutions.
Record Nations has experts in document management services for small businesses. Our team can help you come up with a plan that works for your organization. To get started with Record Nations today, fill out the form or give us a call (866) 385-3706.
