Features and usage of cloud storage
- Access rights can be set up to allow different people different levels of use. Basic access rights can be configured as Read only. Read and Write (or Edit) and Full access which enables such a user to edit the access rights of others.
- Data is available 24/7 from any computer in the world with a good internet connection.
- Backups are automatically done by the provider which means that users don’t need to buy additional storage devices to backup data nor do users need to remember to back it up.
- Cloud storage is more scalable. Flexible storage capacity means users only pay for the data that they use allowing them to increase their storage only as they need it. This saves money on buying separate hardware. The provider may charge a higher fee to store data, but these costs will come down again as data is deleted.
- All files are stored online and synchronised with connected devices. Offline files can be updated which then automatically resynchronise as soon as a connection is restored.
- The provider will configure the system and all of the storage devices, so users do not need their own maintenance team.
- Support is often available to resolve technical issues quickly.
Data centres
A data centre is a large temperature-controlled building that houses computer servers. Professional engineers will maintain the hardware. Data centres will have multiple Internet connections and backup electricity supplies from generators or UPS (Uninterruptible Power Supply) batteries. This allows them to have almost no downtime meaning you have access to files or online services whenever you need them.
Cloud computing
Online applications are stored in, and accessed, via the cloud. This saves space on a local machine or smartphone and takes advantage of greater processing power on cloud servers. Common examples of cloud-based software include accounting packages, customer relationship management systems and general our application software such as Office 365 or Google Docs. Online software provides automatic updates to all users which reduces issues of incompatibility and makes sure everyone is using the latest version and features.
Collaboration tools
- Live or real-time chat -based workspaces such as Microsoft Teams and Zoom enable Internet messaging, screen sharing and video conferencing facilities.
- Groups can be set up so that files and projects can be shared between particular members of a larger team.
- **Real-time co-authoring enables more than one user to work on and edit the same document at the same time, from different devices. All users can see who is writing what, live on screen.
- Comments can be added to the documents. Track changes will allow a history of changes and which users made them to be seen.
