Cloud-Based Services to Keep Your Files up to Date

For administrative and clerical professionals, traditional paper filing systems can be bulky and inconvenient. With the latest developments in cloud technology, cloud-based backup filing systems have the potential to move your data to an online location where they are easy to update and access from any computer. Before your company moves to a cloud-based filing system, it is important to understand the options, the risks, and the necessary precautions.

For many businesses, traditional filing systems—both physical and digital—do not fit into the lives of mobile employees. If your business deals with remote staff, dispersed teams, or frequent travel, it can be difficult and inconvenient to access files on a local server or a physical storage space. In these circumstances, the advantages of a cloud-based backup system are clear. Instead of logging into a server via VPN or calling the office to find a physical file, employees can simply access the Internet, log in to the cloud, and find the files they need.

Cloud technology is gaining momentum in a number of industries, but it still comes with some security risks. For administrative professionals, privacy is a key concern. Because cloud-based backup systems rely on Internet technology, they can be vulnerable to hackers. If your company's cloud storage service were compromised, it could open you up to considerable legal liability and financial loss. Because most clerical and administrative professionals work with highly sensitive and personal information, a cloud-based backup system must have a robust security system in place.

For many companies, the advantages of cloud-based backup systems outweigh the potential risks. According to a recent story from Data Center Knowledge, Amazon has even launched a certification program to encourage IT professionals to get up-to-speed with cloud computing technology. Other companies are moving some of their less-sensitive information into the cloud to allow remote employees to collaborate and provide convenient file updating.

If your company is considering a cloud storage service for filing purposes, you can choose from a number of options. If you are looking for an established company, you might consider Box or Dropbox; both companies have considerable market presence and name recognition. However, neither product is geared toward extensive business use, and the number of features each offers is limited.

When it comes to collaboration and heavy business use, Microsoft SkyDrive Pro, Google Drive, or Apple iCloud may be better options. Each of these three cloud systems is backed by a major player in the computing industry, and each one comes with stringent security protocols. For businesses that are concerned with data security, a well-known brand name can provide peace of mind for employees and customers.

As interest in cloud computing grows, the number of options for businesses is likely to increase. No matter which cloud-based backup you choose, it is important to consider its built-in security features. By using a safe and secure cloud system, you can enjoy its benefits while protecting your company and your customers.

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