Cloud storage means storing files on remote servers accessed via the internet, instead of only on a local hard drive or office server. It solves problems most organisations have met at some point: files saved on one computer that can’t be reached from another, files lost when a laptop dies, or two people working on different versions of the same document.
The main platforms used by organisations are Google Drive, OneDrive, Dropbox and AWS S3. Each has strengths, and the right choice often depends on the other tools already in use.
Google Drive
Google Drive is included with Google Workspace and integrates directly with Gmail, Google Docs, Sheets and Calendar. For organisations already using Google Workspace, Drive is the natural choice for shared file storage. Our FAQ on Google Workspace explains what else is included.
OneDrive
OneDrive is Microsoft’s equivalent, included with Microsoft 365. For organisations using Word, Excel and Outlook, OneDrive fits naturally into the same environment.
Dropbox
Dropbox is platform-agnostic and works well across mixed environments, such as organisations that use both Google and Microsoft tools, or teams where some people use Windows and others use Mac. It is a reliable option where simple, cross-platform access is the priority.
Amazon Web Services (AWS) S3
AWS S3 (Simple Storage Service) is a more technical option for specific requirements such as website asset hosting, large file archives, automated backups or development environments. Day-to-day document collaboration is better handled in Google Drive or Dropbox. S3 itself is highly reliable, cost-effective at scale and flexible for organisations that need more control over how files are stored and accessed. We can set it up where the requirements call for it.
How to use cloud storage well
The technology is easy to set up. Getting everyone to use it consistently takes more effort, and these habits make a difference:
- Agree on a folder structure before starting and stick to it. A cloud drive full of unsorted files is only marginally better than no cloud drive at all.
- Set clear expectations about where files live. If some people save to the cloud and others save to their desktop, the original problem returns.
- Check that access levels are set correctly. Not everyone needs to edit everything, and read-only access for some folders reduces the risk of accidental changes or deletions.
- Treat backup as a separate question. Syncing keeps copies in step, so a file deleted in one place can disappear everywhere. Check the version history and backup options of the chosen platform.
How we help
Getting cloud storage set up properly is part of a broader Digital Setup engagement. We recommend the right platform for the situation, set up the folder structure, configure access levels and make sure the team knows how to use it before handover.
