Moving files to the cloud can be a daunting prospect for those who may not be comfortable with technology. Before undertaking this process, it is important to first understand exactly what the cloud is and what benefits it offers. Once it is determined to be advantageous, file migration can be accomplished with relative simplicity.
The cloud is a basic, yet tricky concept to grasp. In the simplest of terms, migrating files to the cloud means that files are no longer stored on the hard drive of a computer. Instead, they are stored on the Internet.
Moving files to the cloud can simplify work experiences enormously. In most cases, cloud services lead to easier access, increased productivity, faster turnaround times and lower IT costs.
Before moving files to the cloud, however, it is important to understand the security implications. Once a file has been moved to the cloud, the file owner is no longer in direct control of the files. File security can be managed, but files are officially out in the world.
After acquiring access to cloud services, either through a free service like Google Docs or through a professional vendor, moving files can be easily accomplished. Methods include scanning hard-copy documents or simply taking previously created electronic documents from the original source and saving them manually to a cloud file. Technology professionals can manage the transfer of files quickly and efficiently, but it can also be performed with limited trouble by those with less experience.
In the interest of organization, it is a good idea to create folders with clearly labeled contents. It is often helpful to create general folder titles (such as a client’s name or a particular department) to keep the list of files manageable and then create more specific sub-folders within each folder.
When migrating files to the cloud, it is vital to review the privacy settings. There are options to keep folders or individual files private or to share them. Sharing can be done with an exclusive group or it can be more public.
Extremely sensitive or classified files should not be stored on the cloud. Depending on the level of sensitivity, it simply may not be worth the risk. In addition to setting the privacy options, it is important to protect files with strong passwords. Files on the cloud are only as secure as the user makes them.
Once files have been securely stored on the cloud, it is possible to export them to share with someone who does not have cloud access. Generally, exporting will save the files to a computer’s hard drive. The files can then be emailed.
Moving files to the cloud can be extremely beneficial to most businesses. The actual process of migrating files to the cloud is not difficult, and once the files are securely transferred, the streamlined access and reduced costs are worth the effort.
(Photo courtesy of pakorn / freedigitalphotos.net)
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