Document Storage

Where Do You Save Your Documents?

One of the most important things that any professional should think about is where they store their data. There are many different types of storage available, so it can be intimidating to try and figure out which one to choose, but it is absolutely worth it. Among other things, the greatest factors to consider when choosing a means of storage are backups, security, and accessibility. However, no matter what type of storage you go with, you should always have some place other than your computer’s local hard drive to store data.

Types of Data Storage

The simplest way to look at data storage is to divide it into two categories: Local and Cloud. Local storage includes the hard drive on your computer, external hard drives, USB thumb drives and discs such as DVD or Blu-Ray. Cloud storages include software that you download that sends your data elsewhere and storage that you access through websites. The biggest difference between cloud and local storage is that in local storage, you have a physical object with you that holds your data. In cloud storage, the computer that holds your data is located in a secure facility somewhere else on the planet.

Backups

Before you chose a way to store your data, you should consider how a services backs up your information. Cloud services such as Google Drive are accessed through the Internet and only backup the documents and files you upload. It works as a folder that you can stick certain files in. An external hard drive works the same with the difference that you can operate it without an Internet connection. However, these types of storage are useless if you forget to upload files onto them. Software cloud services such as Carbonite and Dropbox can be downloaded to your device and automatically upload new documents and files based on your settings. Then, if your computer dies, you can set it up on another computer and have your data restored. For Apple devices, iCloud works similarly.

Security

It is also really important to evaluate how secure your storage methods are. For example, an external hard drive might save your data if your laptop dies, but what if your house burns down? What if someone steals the hard drive? Encryption can be tricky to manage, so it might be best left to the cloud services to handle it.

Accessibility

Another point to consider when dealing with data storage is accessibility. Local storage can only be accessed if you have the physical object with you as opposed to cloud storage that can be accessed from anywhere with an Internet connection. You should also consider the collaboration features of the service you use. Can you share documents with others? Can you easily send files? Some storage services have apps for smartphones and tablets. Good examples of this are the Google Drive apps in the Android and iTunes stores.

If you don’t have a secure means of storing data, I recommend you start looking for one. Don’t forget to consider costs, storage space, and interface. There are plenty of storage services out there, you’re sure to find one that’s right for you!

References

• The Data Management Debate: http://www.storagecraft.com/blog/the-data-management-debate-local-vs-cloud-storage/
• What’s the Best Cloud Option?: http://gizmodo.com/5904739/google-drive-icloud-dropbox-and-more-compared-whats-the-best-cloud-option