With many cloud storage providers on the market, choosing the right one can seem challenging. There’s no ultimate best cloud storage option; the ‘best’ depends on your needs. However, there are core features to look out for when selecting a cloud storage provider. These features ensure files are stored securely and are easily accessible, boosting productivity in personal and corporate settings. Let’s explore these core features.
Advanced encryption
Security is non-negotiable when dealing with a cloud storage provider. Any file uploaded to the internet carries the risk of interception by third parties. This risk is heightened for large businesses, which are often targeted by malicious actors seeking to steal sensitive information or launch ransomware attacks.
Cloud storage providers need sophisticated encryption techniques to counter cyber attacks. They typically use Secure Sockets Layer (SSL) encryption for data in transit and AES-256 encryption for data at rest. For reference, AES-256 encryption uses 256-bit encryption keys to protect data. The number of possible key combinations is 2256, an astronomically large figure, so this encryption can’t be broken by brute force.
There’s also end-to-end encryption, which protects files on your device before uploading them. End-to-end encryption means even the cloud storage platform can’t access your data. Likewise, there’s two-factor authentication, which, after inputting the right username and password, requires a one-time PIN sent via email or SMS before granting access to your account. Confirm that a platform offers these sophisticated encryption features before selecting them.
Collaboration
Collaboration is a primary use case of cloud storage. Files aren’t just stored securely, but also need to be shared securely. There’s no point keeping photos, videos, documents, and audio files if they can’t be exchanged with friends, family, and colleagues.
The best cloud storage platforms enable seamless file sharing and collaboration. Users can choose any file, generate a link, and share it with third parties. The file owner decides what the third parties can do with their file (view-only, comment, or edit).
For example, with Google Drive, you can share any file via a unique link. Anyone who visits that link can access the file and interact with it as a Viewer, Commenter, or Editor. You can limit access to specific email addresses so that no one else can view the file, even if they have the link. Several people can view and edit a file simultaneously, e.g., editing an accounting spreadsheet.
Always verify a platform’s collaboration features before selecting them, particularly when seeking a cloud provider for business use.
Pay-as-you-go
This is less of a feature and more of a pricing model. When paying for cloud storage, it’s preferable to use a pay-as-you-go model, where you pay only for the cloud storage space consumed. For example, if you upload 1.2 TB of data, you can pay only for that storage space, with the cost calculated per GB. You’ll also pay for other features based on your usage.
The pay-as-you-go model is more affordable for businesses. Instead of paying for fixed space and not using it completely, you’ll pay a monthly or annual fee only for the space you consume. For businesses working with large data volumes, this adds up to significant savings over time.
Automated data backup & recovery
Every cloud storage provider should have automated data backup and recovery policies. Files are ultimately stored on physical servers, and things can go wrong. Servers can encounter software malfunctions or physical damage, rendering files inaccessible. Cyberattacks can also lead to data loss. To prevent this, cloud storage providers frequently back up data to multiple servers. If any file gets lost, the backup copies can quickly be restored.
Cloud backups can be automatic or manual, depending on the cloud storage platform. These platforms have their own backup policies, where files are backed up daily, weekly, bi-weekly, etc., but users can also choose their backup schedules. You’ll set a frequency (e.g., 1 day, 3 days, or 7 days), and your data will be backed up automatically, assuring that you’ll always have access.
Another related feature is real-time synchronization. This means any change made to a file is reflected in real-time across all connected devices. Suppose you have a document open on both your PC and smartphone. Any change made on the PC immediately reflects on your smartphone, and vice versa. This ensures you always work with up-to-date information.
There’s also file versioning, which lets you restore previous versions of a file. For example, on a Google Docs document accessed via Google Drive, you can restore previous versions of your text, from a few minutes back to a few days. It feels like reversing time to continue where you left off.
Multi-platform compatibility
Your cloud storage platform should be compatible with all mainstream operating systems. For PCs, it should have native apps for Windows, macOS, and Linux. For smartphones, it should have native Android and iOS apps. Ideally, files should also be accessible from a web browser.
Most popular cloud storage platforms, like Google Drive and Microsoft OneDrive, have macOS and Windows desktop apps. However, some don’t have native Linux apps, leaving users no choice but to use workarounds. You’ll likely always find native Android or iOS apps for these same platforms.
Accessing files from a web browser is a reliable option, but a native app offers faster performance despite consuming fewer computing resources. You’ll save those few seconds spent switching between menus on a web browser, and this adds up over time.
Cloud storage platforms offer many benefits, mainly budget-friendliness, scalability, enhanced security, and collaboration. I’ve outlined the key features to consider when choosing your next platform. With these considerations, you’ll likely choose a platform that’ll serve you best.
