Understanding Cloud Storage: Common Questions Answered

One of the most transformative shifts in the digital world has been the introduction of cloud storage and computing. Today, almost everyone on the internet uses some form of cloud technology while logging into their email or posting a social media update. However, many people still do not understand how the technology works and how they can make the most of it.

In this article, we will decode the concept of cloud storage, explain how it works, discuss why it has become the norm and share a few best practices on securing your data on the cloud and how to choose the best vendor.

What is cloud storage?

Cloud storage is a new virtual storage model that stores files and data online on remote storage systems instead of your computing device or local storage device. This data is accessible anytime and from anywhere through the internet. There are dedicated vendors and service providers who offer cloud services and are responsible for maintaining, managing and securing user data on their storage infrastructure. Users typically pay a fee in exchange for using cloud storage and computing services. Here, the "cloud" refers to the online servers that securely store user data. While local on-premise storage servers are still prevalent, only large organisations continue to operate and maintain them.

Cloud storage removes the need to own and manage private data centres, storage devices and local networks for storage purposes, which are traditional ways to store data. Cloud storage has gradually become the norm in customer and business products, making managing, accessing and sharing data easier and more cost-effective.

For example, the pictures you take on your phone are stored on cloud servers for efficient device storage management, replacing manual backups on easily misplaced hard drives. Similarly, most small and medium organisations store vital business data on the cloud as it is more economical and efficient. Additionally, most websites today use cloud-based hosting services.

People often get confused between the concepts of cloud storage and cloud computing. While cloud storage refers to transmitting, storing and accessing data on online services, cloud computing is any on-demand service, including networking, analytics or software, delivered over the internet. An excellent way to understand the distinction is to view your cloud-based email as cloud computing, but the service of backing up files and documents provided in that ecosystem as cloud storage. Most online applications and services use cloud computing for better system performance and network efficiency.

How does cloud storage work?

Cloud storage uses the internet to upload data, like files, documents, images and videos, to remote servers. So, you can use any device, like a laptop, mobile phone or tablet, to store data on the cloud. This data gets transferred to different data servers and centres, ready for retrieval whenever necessary. The cloud service provider ensures the security, networking capacity, availability and delivery of user data. Once safely secured on the cloud, users can access their data using an active internet connection, public network and web browser or application. Cloud storage service models are essentially of three kinds:

Public: This model saves data from several users on the same data server and centre. Usually available on a subscription or per-use basis, it is easy to change the usage of cloud storage services, and charges can also depend on the frequency and volume of data. User access to data on public cloud storage is usually the easiest, and this model offers the most flexibility.

Private: Private cloud models can use internal servers and data storage devices on a closed network, typically behind a firewall, or utilise dedicated and exclusive resources from third-party cloud service providers. Organisations usually go the private cloud route when they want more customisation, control, compliance and security oversight on sensitive data. Naturally, a private cloud setup costs more and is more challenging to scale up or down.

Hybrid: As the name suggests, businesses may combine the two models, using public and private cloud services. This allows them to allocate storage according to data type, sensitivity and format. Since a hybrid model may have many different components and networks, there is usually a layer of orchestration to ensure seamless integration.

There’s also the multicolour storage model, where enterprises avail the services of multiple service providers to increase flexibility, meet regulatory requirements or access proprietary features. 


Benefits of using cloud storage

There are several reasons why cloud storage has gained widespread adoption in the past few years:

Accessibility and convenience


Cloud storage can be accessible from anywhere, anytime and using any system. The device, operating system or allocation of the end-user usually has no bearing on the availability, which significantly enhances ease of use. Cloud has reduced the need to compare, procure, set up, supervise and manage the local storage infrastructure, as the deployment can be done in just a few minutes. The convenience of managing cloud storage has allowed businesses without technical expertise to liaise with service providers and manage their data.

Cost-effectiveness and scalability

With no hardware to purchase, store and maintain, the cloud has become a simple and cost-effective storage solution for enterprises. Since most public cloud services are subscription-based, organisations can pay for their storage and services instead of making high upfront investments in setting up on-premise storage centres. Service providers also allow users to quickly scale up or down their operations according to business requirements, making cloud solutions more flexible and cost-efficient.


Data backup and recovery capabilities

The higher security and performance capabilities offered by cloud service providers help businesses ensure continuity during unanticipated disruptions. In case of local device or application failures, companies may risk losing crucial data, but for cloud storage. Service providers offer unhanded security, regular data backup, advanced recovery capabilities, access management and encryption services to safeguard user data from physical and digital harm.

Security in cloud storage

Data security is one of the biggest benefits of cloud storage, and service providers take it seriously as they are entrusted with the safety of valuable personal, professional and business data. Cloud storage providers deploy a variety of techniques and keep updating their security protocols to keep user data safe:

Encryption: Encryption is codifying data to ensure that anyone without the correct keys cannot decipher it, even if they gain access to it accidentally or maliciously. Most service providers offer encryption as a standard security feature, allowing users to manage encryption keys.

Multi-factor authentication: This simple practice that authenticates every access to data by adding additional security layers beyond a strong password is common for most providers.

Firewalls: Cloud firewalls add a potent layer of security by preventing access to malicious actors and traffic to stop unauthorised access. By tracking, controlling and managing data flow among public and private networks, firewalls ensure that only trusted actors access data.

Real-time monitoring to identify suspicious activity: Cloud service providers use smart AI-powered analytical tools to monitor the network for suspicious activity and unauthorised access attempts. These monitoring tools can trigger security protocols in case of suspected data leaks and compromise.

Data backups: Cloud providers offer regular data backups to allow users to maintain a copy of their data, which is retrievable in case of accidental deletion or malicious data erasure.

Physical security: Service providers also secure the premises of their data centres and servers to minimise potential threats that can compromise data security or cause physical harm to systems.

Disaster recovery: Cloud service providers offer data recovery and business continuity services that help organisations sustain critical operations during outages due to disasters, data breaches and system attacks. These tools and protocols help mitigate larger security lapses and help remedy vulnerabilities regularly.

While no storage or security system is 100% foolproof, cloud storage offers a better way to save, manage and access all kinds of data. In all likelihood, your data on the cloud may be safer than physical drives or computers, as they are susceptible to physical damage, hacking or unauthorised access. This is not to say that hackers do not target data stored in the cloud, but it is relatively easier for them to gain access or control of vulnerable devices using phishing links rather than targeting a large data centre using cutting-edge cybersecurity tools. 


Choosing the right cloud storage provider

Here are some factors you should consider while choosing a cloud storage provider that is right for you:

Storage needs

Conduct a detailed comparison of different vendors based on their offerings, features, technology stacks, certifications, market reputation and administrative support services. Shortlist providers that align with your existing and future storage needs and those that offer the required configurations and capabilities. If you are migrating to another platform for a specific application or service, ensure you have the support needed to maintain business continuity during the transition.

Budget

It’s essential to understand the pricing model of the service provider before making your choice, as the difference between a pay-as-you-go model and a fixed plan can be significant. Get in touch with different vendors to understand how they bill users and how much add-on features like backup, support, maintenance and disaster recovery costs. If you are committing to a vendor for a multi-year term or your contract has a lock-in period, read the fine print carefully about price revisions and security deposits as well.

Security

Find out the security infrastructure, policies and certifications of different vendors. Ask them questions about backup, retention, access management, monitoring, auditing, risk mitigation and reporting to understand how committed they are to data security. Only when you are fully satisfied with a vendor's service and security roadmap should you avail their services. 


Overview of popular cloud storage providers

Leading tech companies like Amazon, Microsoft, Google, Oracle, IBM and Alibaba all offer cloud storage services. While Amazon, Microsoft and Google together control almost two-thirds of the market, there are ample options for small and medium businesses to choose a suitable vendor that offers the right services at affordable prices. For personal usage, Microsoft, Google, Apple, Dropbox and Box have several options for customers to store files such as images, documents and videos.  


Best practices for using cloud storage

Here are some best practices and tips for organising, managing and securing your data stored on the cloud and how to avoid common missteps:

Backup and encryption

Always create regular backups to access your data in case of unforeseen system failure. Similarly, choose vendors who offer to encrypt your data while uploading it to their servers and allow easy-to-use cloud management dashboards.

Educate users

Train all users who access the cloud to set strong passwords, enable dual or multi-factor authentication and be aware of spammy or phishing links. Conduct regular workshops by security experts and service providers to discuss the newest forms of cyberattacks and how to safeguard against them.

Create robust SoPs

In addition to having a tiered and privileged access management approach that regulates the access authorisation of different users, you can set strong protocols to ensure confidentiality, prevent data leakage and address breaches.

Conduct risk assessments and cybersecurity audits

Even if you have subscribed to the best cloud storage vendor in the market, conduct internal or third-party security audits regularly to assess your vulnerabilities. Review monitoring reports shared by vendors to identify usage patterns and suspicious activity.

The future of cloud storage

The manner in which cloud storage has become indispensable to computing over the past decade shows that this technology is here to stay and will shape many fundamental aspects of the internet. With advances in technologies like edge computing, serverless computing and AI/ML integration, we are likely to see cloud service vendors offer more sophisticated features, security offerings and compliance-friendly services.

It wouldn’t be an overreach to say that cloud technology has significantly and irreversibly defined how individuals and businesses act online. The flexibility and convenience of storing your data remotely has revolutionised how people and businesses operate online. Understanding and applying key aspects of this critical networking and storage technology for your benefit can help you become a more aware consumer and a smarter business leader.