Learn More About Cloud File Storage Software
What is Cloud File Storage Software?
Cloud file storage is an approach to storing unstructured data, such as docs, videos, and images, hierarchically in directories and folders that can be accessed across servers. Cloud file storage software provides a way to access files, edit, save, delete, and share these files in a secure, fast, and reliable manner. With the growing adoption of cloud computing, the need for secure cloud storage options also grows.
Cloud file storage software stores files on cloud servers or virtual machines. Users can access files through application program interfaces (APIs), portals, mobile apps, or web browsers in real time.
Storing and retrieving information from the cloud is relatively easier and faster because of its simpler hierarchical storage structure. However, it is less scalable than other secure cloud storage options, such as object storage. These tools can store a few million files but cannot go beyond that, while object storage provides unlimited storage capacity.
What Types of Cloud File Storage Software Exist?
Two main types of cloud file storage software are:
Managed cloud file storage
This is a fully managed cloud file storage service option where the vendor manages the installation, licensing, maintenance, and troubleshooting of storage and provides scalable storage options. But they can be expensive.
Do-it-yourself (DIY) cloud file storage
This is the type of storage service where the vendor provides the storage space on their servers while the user has to set up the storage system, define the structure, and manage their file storage system. While this is a cost-effective option, configuring the storage system can be time consuming and error prone, leading to potential security risks.
What are the Common Features of Cloud File Storage Software?
The following are some core features of cloud file storage software:
Availability: The cloud storage service provides redundancy and disaster recovery plans. Any breakdown in the storage server does not lead to loss of files or latency.
Security: The best cloud storage services ensure that file access and file sharing are encrypted to ensure data protection. Some vendors might provide safety features like two-factor authentication to ensure the right access and notifications during a breach.
Compatibility: It integrates with other apps without the need for many configurations or additional codes.
Shareability: It allows users to share files with authorized users and assign permissions as per requirements. It also ensures file syncing and file versioning to enable smooth collaboration.
What are the Benefits of Cloud File Storage Software?
Accessibility: Cloud file storage software store files in virtual machines that can be easily accessed from anywhere, through mobile apps, web browsers, portals, etc., on demand.
Controlled access: Users can set up privileges and access controls to ensure confidentiality of sensitive data is maintained, file sharing is secure, and only people with the right permissions can access the files.
Flexibility: Integrating a cloud file storage system with existing apps is easy, and it can be easily installed and maintained. This makes it easy to store a wide variety of unstructured data, including files in development environments, docs, media files, and data repositories.
No need to own data centers: Cloud storage solutions provide companies with data storage capacity, allowing them to store information without worrying about the underlying infrastructure or its configuration and maintenance.
Who Uses Cloud File Storage Software?
Development teams: Development teams use it to store and share workflows and other files in the dev environment.
Analytics teams: Analytics teams handle lots of data that they need to be able to store and access easily. Cloud file storage is a low-cost option for such teams.
Teams across the organization: Various teams use this software to share content among themselves, enabling better collaboration.
What are the Alternatives to Cloud File Storage Software?
Alternatives to cloud file storage software can replace this type of software, either partially or completely:
Object storage solutions: Object storage is a way of storing unstructured data, such as docs and media. It tags each bundle of data with metadata for easy retrieval. The advantage of object storage is its unlimited storage capability. But the disadvantage is that it is expensive and slower than cloud file storage.
Block storage software: Block storage systems divide large files into blocks, tag them with unique identifiers, and store them in a more accessible manner. While cloud file storage is preferred for lower volumes of data, block storage is preferred when the volumes are high.
Software Related to Cloud File Storage Software
Related solutions that can be used together with cloud file storage include:
Cloud file security software: Cloud file security software secures files in SaaS apps. It provides access control and encryption to secure sensitive data when it moves around the cloud.
Managed file transfer (MFT) software: This allows secure and efficient data transfer within the network. It automates data transfer processes and provides visibility into files in transit.
Challenges with Cloud File Storage Software
Software solutions can come with their own set of challenges.
Scalability: While cloud file storage solutions work well for a smaller number of files or small businesses, it is not scalable beyond a few million records.
Availability: While cloud file storage providers try to ensure the files are always accessible, unforeseeable outages can make files inaccessible if the right disaster recovery plans are not in place.
Compliance: While vendors provide some security measures, achieving end-to-end data protection, compliance, and security in cloud file storage can be difficult.
Which Companies Should Buy Cloud File Storage Software?
Companies that exchange information or deal with a lot of data in their organizations and require a safe and inexpensive way to share that information can opt for cloud file storage services. Companies across industries can use cloud file storage for their cloud storage needs.
How to Buy Cloud File Storage Software
Requirements Gathering (RFI/RFP) for Cloud File Storage Software
Companies planning to buy the best cloud file storage software should assess the size of storage requirements, pricing, and business plans before buying the software.
Compare Cloud File Storage Software Products
Create a long list
Buyers need to identify features and use cases that they need from their cloud file storage software and start with a large pool of software providers. They must then evaluate the pros and cons of each product.
Create a short list
Shortlists help cross reference the results of initial vendor evaluations with buyer reviews on third-party review sites such as G2.com, which will help the buyer narrow in on a list with three to five products. From there, buyers can compare pricing and features to determine the best fit.
Conduct demos
Companies should demo all of the products on their shortlist. During demos, buyers should ask specific questions about the functionalities and use cases they care about most. For example, one might ask for a demo of how the tool would enforce access control during file transfer or what disaster recovery measures are in place.
Selection of Cloud File Storage Software
Choose a selection team
Regardless of a company’s size, involving the most relevant personnel is crucial during the software selection process. The team should include relevant company stakeholders who can use the software, scrutinize it, and check whether it will meet the organization’s requirements. The individuals responsible for the day-to-day use of cloud file storage software must be a part of the selection team.
Negotiation
The pricing of the software varies based on the features offered, the number of instances, and the number of users. While some cloud file storage vendors might provide free options up to certain usage levels, others might have paid plans based on usage or number of users. More often than not, the price and specifications mentioned on the vendor’s pricing page can be negotiated. Negotiation on implementation, support, and other professional services are also crucial. Buyers should ensure they’ll receive adequate support to get the product up and running.
Final decision
Before deciding to purchase the software, testing it for a short period is advisable. The day-to-day users of the software are the best individuals to perform this test. They can use and analyze the software product's capabilities and offer valuable feedback. In most cases, software service providers offer a short-term product trial. If the selection team is satisfied with what the software offers, buyers can proceed with the purchase or contracting process.
