Cloud solutions such as Dropbox are primarily known for their storage benefits. However, these solutions offer a lot more than cloud storage. Another major advantage of shifting to a platform such as Dropbox is the superior file organization capabilities.
As a cloud user, you likely store tons of information in your account. If you’re a Dropbox Basic user, for example, it’s likely that you use your free 2GB to store all kinds of files, from personal information like photos and family videos to business files such as employee records, inventory records, and client agreements.
The question then becomes – in what order are these files stored? In file storage, even in offline situations, you want to have your files organized in such a way that retrieval becomes easy, without compromising security. You also want a situation where the most important files are accorded more security to protect them from prying eyes and the bad guys. The threats are even greater online, with hackers and data thieves always lurking. This means you need those important files to be afforded even greater security.
File organization on cloud solutions, Dropbox in particular, is such that security gets the highest priority, but without affecting retrieval. You can access your files whenever you want. Moreover, you can easily share files with other people in your team, without compromising file security. Here’s how it all works;
Control in Your Hands
Yes, you can control how and when files are viewed. This works brilliantly in workplaces. If you’re working as part of a team that’s collaborating on a specific project, you can create files and share them with your team, with instructions on who can access the files, how they can access the files, and when they can access the files.
You can, for example, control access permissions on folders and files where only certain individuals can access them. On shared folders, for instance, you can give your team leaders full access that includes editing permissions so they can make any necessary changes. If you want to grant editing access, you only need to add the file to a folder and share the folder.
Finally, you also control at what time the files become accessible to the chosen team members. This function is especially important for sensitive folders. You can make the files accessible to certain members for only a limited time.
Once you establish these controls, the selected files and their subfolders become accessible to the selected members in their Dropbox accounts. Access control eliminates chances of an unintended party accessing the files.
Establish Logical and Hierarchical Organization
Another control available on Dropbox that’s meant to improve security while improving file organization is logical and hierarchical storage.
Logical storage is where you store your files and folders in a way that makes the most sense to you and your team. For example, you can add members (a team, department, or any other grouping) to a shared folder. When you invite an entire group to a shared file, every member in that group will access the file up to the specified access level. If you specified read-only access, that group will only have read-only access. It gets better. Using Dropbox Showcase, you can give members or groups access to files from multiple folders, presented in a customized manner, without moving the individual files from their parent folders.
Hierarchical organization is a little different. Here, you choose to organize files in a specific hierarchy known to your team. For instance, you can choose to organize them by date of creation, file size, or sequence in the project (from introduction to end).
Auto Updates Make Collaboration Easy
Collaboration is a growing need for many employers. Working together on projects not only increases productivity but has also been shown to boost employee morale. The problem, however, is sharing updates. What if one team member makes changes to the project remotely? How do the other team members learn about the changes?
This is another issue cloud storage solves for good. Traditionally, any changes had to be emailed to each group member. This can be a major challenge if multiple changes are being made by multiple group members, simultaneously. You can’t keep sending email updates, right?
Well, you don’t even have to worry about it if using a cloud storage platform with sync. Here, any changes are automatically updated and can be instantly viewed by everyone sharing that file. What’s more, all group members are instantly notified whenever a member views, edits, or moves a file between folders.
To make collaboration even more effective, rather than share feedback via email, any comments or questions can be posted right next to the folder being discussed.
It’s Just Majestic!
If you’re still using in-house servers, you’re missing out big time. Make the shift and take more control of your files with cloud storage.
Disclaimer: This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.