Regardless of the industry that you are in, your business will be relying on data to take forward everyday operations. Two possible options for storing data include offsite document storage and cloud storage. While moving to cloud storage can sound like a flexible option at first, the type of upfront time and effort it has to migrate does make the workload heavier. You must understand the difference between them in terms of advantages and disadvantages to pick the best option. Keep reading as we list everything you need to know regarding these two storage solutions to make an informed decision.
What is Cloud Storage?
Cloud storage lets organisations store their data correctly through a cloud storage provider. This way, you get quick and easy access to your data as stored online from remote servers. Businesses can wisely store documents, photos, videos, and applications using cloud storage, reducing the need to shift large files manually or create an established in-house space to meet the same purposes.
Cloud Storage Pros:
- Scalability: Cloud storage is highly scalable, and the storage space can be increased or decreased, given your need.
- Accessibility: With cloud storage, you can access your data from any part of the world with an internet connection, making it a better option for remote work.
- Disaster Recovery: All your cloud-stored data are safe from physical disasters as they are stored remotely.
Cloud Storage Cons:
- Increased Cost: As cloud storage is a consumption-based service, you may have to upgrade the plan to handle large volumes of data.
- Online-Only Access: A slow internet connection or outage can make accessing your stored files in cloud storage difficult, further delaying your daily business operations.
- Less Secure: Keeping your business files on the cloud does leave your data vulnerable to being compromised. Remote hackers and ransomware attacks can bring in data breaches, given the poor storage solution offered by the cloud storage provider.
Documents Suitable for Cloud Storage
- Project files: Files related to your ongoing projects that require frequent updates and collaboration.
- Digital Saved Copies of Documents: Digital paperwork versions that do not need to be in their original format.
- Larger Data Sets: Larger Files cannot be securely stored physically.
- Non-Sensitive Company Related Information: Company documents that are not sensitive or confidential, like brochures, newsletters, and more.
What is Offsite Document Storage?
Offsite document storage refers to the data and document facility that is located anywhere other than in your office space. This type of storage space is vitally used to store your documents and files physically at an offsite location and for maintaining physical backup copies. Choosing offsite storage can be helpful in days of losing any files stored in your on-site storage space.
Offsite Document Storage Pros:
- Efficiency: Every box of files stored in an offsite location gets accurately labelled, marked, and categorised for quick access.
- Saves Your Office Space: Offsite document storage helps free up space in your office, further making it aesthetically pleasing to work in.
- Protect Confidential Information: This type of storage offers a 24-hour surveillance security system to ensure your stored documents remain safe, preventing unauthorised access at any given point.
- Cost-Effective: Other than paying your employees to manage your files and retrieve documents, the off-storage facility will cost-effectively handle all your document management in one place.
Offsite Document Storage Cons:
- High-Maintenance Costs: To keep your stored documents safe and secure, the off-site storage provider might request high maintenance costs. Based on your storage requirement, the maintenance fee can significantly alter your business operating budget.
- Access Difficulty: Storing all your business documents offsite can bring down the production level of your business operation, given the time and resources your employees handle to access the physically stored documents.
- Compliance Issues: Not every storage facility can remain and serve alike. Some may not provide necessary storage and security conditions to ensure compliance with laws and regulations.
Documents Suitable for Offsite Document Storage
- Original Legal Documents: Deeds, contracts, and other legal documents must be stored in original format.
- Confidential Files: Sensitive documents like employee medical records and pay slips require high levels of privacy and security.
- Archival Records: Old records that do not require frequent access must be preserved for legal or historical reasons.
- Signed Documents: Documents containing stamps, signatures, or seals.
Factors That Help Finding the Best Document Storage Solution
You can choose between offsite or cloud storage systems by understanding your document storage needs. Ensure that answers to the below-mentioned set of questions are found to determine the right type of storage solution.
- How frequently do you need to access your stored data? If your answer is frequent, choosing cloud storage can be suitable, given its instant access possibility right from your place.
- How sensitive will your stored information be? Given its better security options, physical storage is a valid pick for handling highly sensitive documents like legal paperwork and contracts.
- What kind of budget can you allocate to store your documents? Cloud storage might require clearing ongoing subscription fees, while the offsite ones require space and maintenance costs.
By considering all these questions, you can determine the optimal storage solution that balances security and accessibility. Upcoming is a general rule of thumb followed by organisations to store their documents in cloud and offsite storage facilities.
Conclusion
As discussed now, finding the answer for your document storage needs must be based on considering various factors like cost management, access needs, and more. Both cloud and offsite storage options provide core strength in distinctive areas. If you are still confused about picking one, then make use of it in a comprehensive way to store and protect your documents. Find a document storage provider offering both cloud and offsite document storage services so that you can better understand your storage needs and even pick the documents to be stored in the ways you wish.
