In this day and age, walking into someone’s office and handing him a huge paper file is almost taboo. Handling files online allows the entire office to access project documents without having to bug another employee. If that employee is a slow mover, he can become a troublesome bottleneck. So what is the Cloud, and what are some safe, easy tools to use that keep data secure and up to date?
The Cloud is the collective name for servers on the Internet that allow people to store data such as documents, music files, pictures and more, often for free. Then, an individual can access those files online from any connected device as long as he has the username and password protecting the data. In an office setting, this can really lighten the workload of administration and HR departments.
There are two very popular products that most individuals and companies use to manage files online. The first, Google Drive, is a free service offered by Google that allows individuals to store and share files through a Google account. There is no need to use Gmail to create a Drive account. The second, DropBox, is free up to a certain size, and the company has plans that professionals can purchase to give them more space for their files.
Google Drive is an online storage service that gives users 5 GB of free space. After the first 5 GB are used, a professional can purchase additional space for a small monthly fee that scales depending on how much space he wishes to purchase. DropBox gives its users 2 GB of free online storage, but then charges a bit more than Google for its Pro Plan monthly subscription. Connecting social media accounts may also earn users more DropBox space.
Both of these services allow for users to create, upload, manage and share files online. Anyone with the username and password can access the storage. Both platforms come with a desktop client that allows professionals to see and work items stored on them, though Google Drive comes with a myriad of programs and apps that allow professionals to edit and create documents directly through Drive, while DropBox only provides storage. Professionals who desire more flexibility should lean towards DropBox. Professionals who enjoy the ease and flow of interfacing with files online should find Drive more useful.
Managing and storing files online is one way to make the workplace a more modern, time efficient enterprise. By using popular tools such as Google Drive and Dropbox, professionals can access and prepare documents and reports from anywhere as long as they have a computer, smartphone or tablet. Both services are available on a wide variety of the most popular operating systems and are easy to install and set up.
"Wroclaw University Library digitizing rare archival texts" by j_cadmus licensed by CC BY 2.0.
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