Cloud storage has become the norm of conducting business, as it means secure, scalable, and highly flexible means of storing and sharing files. Nevertheless, most companies just take the tip of the iceberg with these platforms. In addition to the simple ability to upload and synchronize files, cloud storage providers these days also offer sophisticated features that have the potential to increase their productivity, reduce their costs and enhance their data security. Knowing more about these not so well-known features can provide your establishment with a serious advantage.
Using Lifecycle Management
One powerful feature many businesses overlook is lifecycle management. It is a tool that assists companies in automated migration of files to various levels of storage regarding the frequency of being accessed. This can be done, say by keeping frequently accessed files on a high performance storage and moving older files to lower cost archival storage.
businesses can reduce their expenses in this manner by establishing regulations to control data in these ways, and not lose access to important information. It also makes sure that data is sorted and stored in a manner so as to accommodate compliance requirements as well as internal policies. Lifecycle management tends to come with default business plans of cloud storage but most businesses never bother to set it up.
Exploring AI Powered Search
Cloud storage has developed to incorporate into its technology artificial intelligence features that enable searching of documents to be quicker and wiser. Through AI powered search, it is possible to search inside documents, images, scanned PDF documents etc. to find the keywords, phrases or topics. This implies that employees would have less time going through folders and more time doing tasks which are significant.
This feature is particularly useful to businesses that have to deal with large amounts of data. As opposed to manual tagging, error-free file naming, or correct document retrieval based on both inefficiencies, AI search can rapidly access proper documents that can minimize delays and enhance decisions. Its potential is subject to a wide range of services, which few teams realize that these types of services are already possible through cloud-based storage.
Custom Permissions and User Roles
Any organization would need to manage what actions a user can do with a file whether view, edit or share files but most businesses would just use basic shared folders settings. The contemporary Free cloud storage services enable the user to administrate sophisticated user roles and privileges where user access does not just entail read and write access.
The tools can secure sensitive information as they grant various teams or individuals access as much as they require. For example, no finance teams can see confidential HR records but the same budget documents can be viewed by the marketing teams. You will have to invest a little in creating custom permissions, but it can prevent the accidental loss of data and maintain the organization in conformity with the data privacy laws.
Advanced File Versioning
A lot of companies are aware that cloud storage makes older versions of files, and not many of these companies make full use of this ability. Developers are coming up with advanced versions of file versioning which can hold numerous changes that can be rolled back to any previous versions in case errors are detected or data is lost.
The given feature is quite useful in case some people need to work on the same document. Teams no longer have to fear overwriting one another because of working on a document, instead, they can work in full confidence about version control as older versions do not disappear. This may save time, less stress and it saves costly mistakes.
Integrations with Other Business Tools
Some services of cloud storage can be perfectly combined with project management applications, customer relationship management tools, and document editing software. These integrations entail the ability to attach files to a task, sending automatic updates, or sharing files in tools that teams would be using daily.
Companies who hook their cloud storage with other apps can design more effective processes. As an example, one can mention routine work, such as automated backup of email attachments or the creation of reports. Most cloud storage services even provide templates or starter workflows to get to work, but the options often go unused.
Most businesses use cloud storage as just another form of simple file sharing and backup, yet, there is a lot of functionality that the available cloud storage offers that is not utilized. Licliffe Management, AI powered search, custom permissions, advanced file versioning, and software integrations are some of your business solutions to become more efficient and, most importantly, more secure.
