Cloud Document Storage Services

Cloud storage refers to the online storage of data on remote servers accessed via the Internet. Instead of storing files and data on a local hard drive or physical storage device, users can upload their files to a cloud storage service provider’s servers. These files are then securely stored and can be accessed from any device with an internet connection.

1. First you’ll need to organize and index your records by their type and retention period, as this will help with the setup of the document management system later in the process. 

2. Give Record Nations a call at (866) 385-3706 or fill out the form to receive free quotes from service providers in your area.

3. Choose the provider that best fits your needs and budget.

4. Your documents and data will be scanned with OCR technology, making them editable and accessible on the cloud. 

5. Once your documents finish uploading, they’ll be organized into a document management system based on the parameters you outline. 

6. New documents will be scanned and uploaded, and documents past their retention period or usefulness will be removed.

Cloud storage security measures you should look for include:

1. Data Encryption

2. Redundancy and Data Backups

3. Access Controls

4. Monitoring and Auditing

5. Disaster Recovery

6. Updates and Security Patches

7. Collaboration and Remote Access

8. Compliance with State and Federal Privacy Regulations

With cloud storage, you pay for what resources you use. If you need more space, you will only be charged for the space you’re using. Additionally, you can cut back on your storage per your needs. Your service provider will be able to give you an accurate quote based on your needs.

There are 4 main types of cloud storage you can choose from:

1. Public Cloud: Best for businesses and individuals that need to quickly and affordably set up centralized data.

2. Private Cloud: Best for large companies that manage confidential data.

3. Hybrid Cloud: Best for disaster recovery planning and data archiving.

4. Community Cloud: Best for the finance, government, healthcare, research, and education industries since they face strict privacy regulations.

Before choosing a provider, you should also evaluate the support options they provide. Look into SLAs to understand the guaranteed level of service, including response times for support issues. Ensure they offer 24/7 support and read any reviews and ratings you can find online.

You can access the files in your cloud storage from anywhere with Wi-Fi. 

While cloud storage offers many benefits, certain types of data may not be suitable for storage in the cloud due to privacy, security, or regulatory concerns. Here are some examples of data you should avoid storing in the cloud:

1. Sensitive Personal Information: Avoid storing highly sensitive personal information such as social security numbers, government-issued IDs, or financial account numbers unless necessary. This type of data is attractive to cybercriminals and could pose a significant security risk if compromised.

2. Confidential Business Data: Business-critical information such as trade secrets, intellectual property, or proprietary data may be subject to confidentiality agreements or regulatory requirements. Storing this data in the cloud could increase the risk of unauthorized access or data breaches.

3. Regulated Data: Certain types of data are subject to strict regulatory requirements, such as healthcare data protected by HIPAA or financial data protected by PCI-DSS. Ensure compliance with relevant regulations before storing regulated data in the cloud, as not all cloud providers may offer suitable compliance measures.

4. Illegal Content: It goes without saying but storing illegal content such as pirated software, copyrighted material without proper authorization, or any content that violates laws or regulations is prohibited and could lead to legal consequences.

5. Encryption Keys: While storing encrypted data in the cloud is generally secure, storing encryption keys alongside the encrypted data poses a security risk. If encryption keys are compromised, attackers could potentially decrypt sensitive information stored in the cloud.

6. Temporary or Unnecessary Data: Avoid storing unnecessary or temporary data in the cloud, as it can increase storage costs and potential security risks. Regularly review and delete files that are no longer needed to minimize the amount of data stored in the cloud.

Storing data in the cloud can be highly beneficial for various types of information, offering accessibility, scalability, and security features. Here are some examples of data that are suitable for storage in the cloud:

1. Non-sensitive Personal Files: Documents, photos, videos, and other non-sensitive personal files are ideal for cloud storage. Cloud services offer convenient access from multiple devices, making it easy to access and share files with family and friends.

2. Collaborative Work Files: Files used for collaborative work such as documents, spreadsheets, and presentations are well-suited for cloud storage. Cloud platforms often include features for real-time collaboration, allowing multiple users to edit and collaborate on files simultaneously.

3. Backup and Disaster Recovery: Cloud storage is an excellent solution for backing up important data, including system backups, application data, and critical business files. Cloud backup solutions offer redundancy and data durability, ensuring that data is protected against hardware failures, natural disasters, or other unexpected events.

4. Archival Data: Data that needs to be retained for long-term storage, such as historical records, archives, or legal documents, can be safely stored in the cloud. Cloud storage providers offer cost-effective archival storage options with features for data retention and lifecycle management.

5. Development and Testing Environments: Developers often use cloud storage for storing code repositories, development environments, and testing data. Cloud platforms provide scalable infrastructure and integration with development tools, making it easy to deploy and manage development and testing environments in the cloud.

6. Web Hosting and Content Delivery: Websites, web applications, and multimedia content can be hosted in the cloud for scalability and performance. Cloud hosting services offer scalable infrastructure, content delivery networks (CDNs), and security features to ensure reliable and secure hosting of web content.

7. IoT Data and Sensor Data: Internet of Things (IoT) devices generate vast amounts of data that can be stored and analyzed in the cloud. Cloud platforms offer services for ingesting, processing, and analyzing IoT data, enabling organizations to derive insights and make data-driven decisions.