Cloud storage: what it is, the main options and how to choose one for your business

Cloud storage is a service that keeps your files on a provider's servers on the internet instead of only on one computer. You open them from any device, share them with colleagues and, if your laptop breaks, they are still there. For a business it replaces memory sticks, email attachments and the "final_v3_REALLY_final" chaos.

How it works

1. You install an app or open a website and sign in.
2. Files you put in a special folder are uploaded to the provider's servers.
3. Every connected device keeps a synchronised copy.
4. You decide who can view or edit each folder, by link or by name.

Important: synchronisation is not a backup. If someone deletes a file, the deletion is synchronised too. Choose a service with version history and a recycle bin, and keep a separate backup of what matters most.

What to consider

• Price and size: free plans are small, business plans charge per user and per terabyte.
• Collaboration: shared folders, comments, co-editing documents in real time.
• Security: encryption in transit and at rest, two-factor login, access logs, the ability to remove a leaving employee's access at once.
• Where the data is stored: for personal data of EU customers it matters that the provider follows GDPR and offers data centres in Europe.
• Versioning and recovery: how many days can you restore deleted files or older versions?
• Integrations: works with the tools you already use, such as office programs, email and your CRM.
• Ease of use: if it is awkward, people will go back to email attachments.

Popular services, briefly

• Google Drive: convenient if your team uses Google Workspace; excellent for co-editing documents.
• Microsoft OneDrive and SharePoint: the natural choice with Microsoft 365 and Office programs.
• Dropbox: simple and reliable sync, good for sharing large files with clients.
• Box: aimed at companies with strong administration and compliance tools.
• pCloud and Proton Drive: European providers with a focus on privacy and encryption.
• Nextcloud: open source software you run yourself, giving full control if you have the technical skills.
• iCloud: best for Apple devices, less suited to team work.

Risks and how to reduce them

• Account takeover. Use a strong password and two-factor login for everyone.
• Accidental sharing. Check "anyone with the link" settings regularly, and set expiry dates on shared links.
• Deleted files. Know how long the recycle bin keeps them and make an independent backup.
• Dependence on one provider. Make sure you can export everything in a normal format.
• Chaos in folders. Agree a simple structure and naming, and give each folder an owner.

How to start

1. Pick the service that matches your office tools.
2. Design a clear folder structure: by client, by project or by department.
3. Set access by role, not for everyone.
4. Move files in stages and switch off old ways of sharing.
5. Write two lines of rules for the team: where files live, and how to share them safely.

The best cloud storage is the one that your team uses every day and that you can recover from when something goes wrong.