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Why Should I Use Cloud-Based Storage in Project Management Software?

“The cloud” is a metaphor for the internet. Therefore, cloud-based storage simply refers to storing and accessing data over the internet rather than through the use of local servers. Cloud-based storage services store your digital information in a secure data center that you can then access at will through an internet connection.

With cloud-based storage, you can manage, maintain, and back up your data remotely, with no need to maintain any expensive physical servers. Cloud-based storage providers typically also offer maintenance, management, regular backups, and encryption of your stored data, which can further reduce your internal IT labor and costs

Cloud storage offers many benefits compared to local storage options, which is likely why, as of 2018, 96% of businesses were already using at least one public or private cloud solution.

Cloud-Based Project Management Software

Cloud-based project management software combines all of the benefits of cloud storage services, such as Google Drive, Dropbox, Box, and Microsoft OneDrive, with the power of project management software.

A basic cloud-based storage system is like a filing cabinet. You can put all of your relevant project information into it, and even sort it by folders, but that’s about the extent of what it can do. With cloud-based storage in project management software, you still get all of the benefits of storing your data online, but you also get so much more.

Project management software enables you to zoom out to see the larger scope of work, such as how projects and teams affect one other and how resources are distributed across tasks. Project software also enables you to logically organize, link, and manage your information in a way that supports the completion of project goals and outcomes. It provides you with the ability to move tasks through stages of completion, as well as monitor and manage dependencies between tasks. You can use it to assign dates, resources, and other information as well as group subtasks into tasks and tasks into projects and monitor the progress of work completed on each task.  

By adopting cloud-based project management software, you create one centralized knowledge center that can easily be accessed by anyone, anywhere, at any time, as long as they have the right security access and an internet connection.

This accessibility means that all of your project team members can easily and instantly access project documents and information whenever they need it, no matter where they are. Plus, team members can quickly upload reports, files, and other information from your project management software directly into the cloud. 

With this powerful integration in the cloud space, you don’t have to worry about routine backups, toggling files between different devices, or data syncing. Attachments remain stored in the cloud storage account, which means they don’t take up any storage space on your computer or laptop. Plus, you’ll never lose a file, even if your computer crashes or is stolen.

Cloud-Based Security Concerns

Some companies are still hesitant to use cloud-based solutions due to security concerns. Fortunately, these concerns tend to be unfounded. In fact, cloud-based software tends to be more secure than having the software installed in hundreds of computers.

A primary reason for this security difference is that state-of-the-art security teams for on-premise software are cost-prohibitive for many businesses. Large cloud storage providers can more easily afford to hire full-time security experts to protect their data.

Plus, by specializing in cloud-software, the vendor can stay up-to-date on industry changes and new security risks more easily than you can. Having a cloud-based storage solution means that your cloud service provider (CSP) can routinely plan for vulnerabilities, test for weaknesses, and remotely back up your organization’s data.

Good cloud-based storage providers should offer first-rate security, using highly secure data centers and servers with built-in disaster recovery and continual back-ups. With these features, you can be confident that your data is not only secure but also easily recoverable in the event of a cyber attack, natural disaster, or another emergency.

Software-as-a-service (SaaS) companies understand that they cannot attract and keep valuable clients without providing world-class data security. Therefore, safeguarding all the potentially critical data that goes into project management systems will always be a top priority for providers of cloud solutions.

Benefits of Cloud-Based Storage

Cloud-based storage offers many benefits in addition to security. The largest benefit for project management teams is typically the accessibility that cloud storage offers. With cloud-based storage, you can access all your files from any device with an internet connection. Plus, you can maintain one shared folder for an entire department, giving everyone a space to keep work-related files.

Cloud storage enables team members to share files by just passing on a permanent link instead of attaching files to emails. This functionality is incredibly useful for several reasons:

  • File attachments can quickly eat up your email storage space.
  • Cloud-based storage prevents email send errors if the attachment is too large.
  • A permalink can be shared through more channels than just email, such as messenger platforms, text messaging and project management software tools.

Storing data to the cloud also provides you with a greater level of flexibility and scalability. For example, let’s say your business has chosen to invest in a project management system. The company has to keep the old system running while configuring and launching the new system.

Plus, you may have chosen to keep running both systems for a few months as a safeguard against any potential issues you encounter while getting the new one fully integrated within the company.

Therefore, for this period of a few months, you’re going to have twice as much data to store. When you add in any test data or historical data from your old system that needs to be replicated over, this can result in a huge spike in data levels but only for a short period of time.

If you’re relying on local servers, this may require a significant investment of time and money into purchasing and setting up an additional server — a server you will still have even once your data levels decrease again and you no longer need it.

With cloud storage, you can instantly gain access to more storage capacity and then drop your capacity back down when it’s no longer required.

An added bonus, cloud-based storage can reduce some of your other business operating costs. For example, on-site servers can take up a significant amount of space and consume a lot of energy for their power and cooling systems. By eliminating servers, you can drastically reduce your electricity costs and even potentially move to a smaller and more affordable office location.

Further reading
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How to Counter the Top 3 Objections to Cloud-Based Project Management