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Why Businesses Need to Start Using the Cloud

In an effort to 'go green', many businesses are switching to paperless records. As such, special considerations must be given to the organization, security, and storage of its electronic information and data sets. The result of this growing demand for electronic storage is an increase in the number of cloud-based file archiving solutions that are available to businesses. But is it necessary to utilise such a service to manage your electronic data? And how can you be sure which file archiving service will take care of your records? Here is a look at why cloud solutions are smart for storing business data, and how to select the right service for your needs.

Why is 'the cloud' so important for businesses file archiving?

The sheer volume of data being created, sent by, and received from a company on a given business day is overwhelming. With every passing moment, sales team members are logging lead information and commissions earnings; accountants are generating invoices and paying bills, and managers are sending out office-wide memos regarding policy changes. Whether in the form of e-mail, Word documents, spreadsheets, or others, all of this data takes up space, and as the volume of information grows exponentially, it can eat up a significant chunk of storage space on your company server. Unfortunately, laws mandate that various informational files be stored for a specified amount of years before they can be disposed of. How will you keep track of each file's life cycle? And how can you free up space on your server in the meantime?

This is where cloud-based file archiving comes into play. The ability to transmit and store data remotely provides numerous benefits to businesses. To begin with, it solves the problem of storing records for years on end without consuming too much space. Secondly, it simplifies the process of accessing certain archived files at the time when they are needed. This is especially useful in lawsuits or claims that call for electronic 'eDiscovery'. Cloud-based file archiving allows for a more organised storage solution so that information and data can be accessed quickly from anywhere.

What should be considered when choosing a cloud-based storage solution?

The trick to enjoying the benefits of cloud-based file archiving systems is to find the right cloud solution for your needs. Because there are so many options, most businesses turn to consumer review websites for assistance. Not only will sites like these help you to determine which solution will offer the best customer care and reliable services, but it will also help you to select a solution that can do what you need it to do.

For example, if your business needs to back up items like e-mails as well as individual employee files, you'll need to seek out a service that enables the file archiving of both structured and unstructured data. If your business stores contracts, records, and data that must be purged after a set amount of years, it's wise to choose a file archiving solution with a life cycle feature. This will enable you to enter end dates for all records. A reminder will alert you when the end date is near so that you can perform a final review of the data before it is permanently deleted. This takes all of the thinking out of file archiving and purging. Other features such as data analysis, search tools, and clearance levels are also important to consider.

The delicate process of managing archived data is best suited to a cloud-based file archiving service like Mimecast’s. By doing your research, you can enjoy a user-friendly, space-saving, and secure file archiving service.

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Tuesday, 29 November 2022
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