You are taking the steps to preserve your organization’s collection, but have you considered how your digital archive of data will be accessed? Cloud storage may be the choice for you.

Many modern digitized collections utilize cloud technology for document storage. When you are investing in digitization services, it’s important to look at the options that allow your collection to be as safe as it is user-friendly. Cloud storage is only one facet of expanding the joys of your collection in the best way.

How Physical File Backups Can Fail

Collections in greatest need of digitizing services are those that have no digital backup whatsoever. Most organizations or owners of private collections at least have rudimentary scans as an emergency backup. These backups can serve as a connection to the past or prove the materials in your collection for insurance purposes. (If you have nothing more than boxes of loose documents or books, check out our blog on keeping history alive through digitzation first!)

When you store data on a physical drive, any number of disasters can befall it. Even if you keep a data backup hard drive at your house, a local storm could easily level both your and your collection’s home, decimating physical documents along with hard drives. Backing up a virtual library on a hard drive or server may seem faster or more convenient, but cloud storage isn’t susceptible to the same kinds of vulnerabilities as physical storage methods.

Some companies and curators choose to back up their collection onto a physical drive and keep it in a safe, remote location. But that drive can get stolen, broken, or corrupted in transit, rendering the backup useless. Using cloud technology in place of, or in addition to, these less dependable methods is an important part of digitizing services to protect your collection against devastation.

To learn more about how disaster recovery plans can prevent the total loss of your collection, check out our previous blog post on digitization for disaster recovery.

Benefits of Cloud Storage

Technical Security: Cloud software is an option that’s safer from both physical and digital threats. Paid cloud storage services release frequent software patches that keep your data safe from cyber security threats. Also, if your physical document storage methods were ever subjected to a ransomware attack, cloud storage makes it easy to swiftly recover your digital archive.
Ease of Physical Recovery: No need to track down an external hard drive or lock-box of flash drives! With cloud technology, you’ll always rest assured that your document storage efforts are unaffected by any calamities in the physical world—including equipment failure or poor employee practices.
Accessibility: Cloud software allows multiple users to access and edit data at one time. Your files can be explored from any device with internet capabilities. Not only can anyone with credentials access your digital archive anywhere from practically any device, but with certain software, any user could browse and search the collection like a virtual library. This opens your collection to research and enjoyment far beyond the limitations of physical records.

Cloud storage options can also be cheaper than some physical storage methods. To calculate if cloud storage is an investment within your budget, use this helpful tool to calculate how much you’d save, or contact the document storage experts at Anderson Archival.

Optimize Your Digital Archive

At the guidance of our parent company Anderson Technologies, Anderson Archival recommends you combine cloud storage with housing your digital archive in on-site servers or hard drives. On-site file restoration methods will always be faster, due to their proximity. But cloud storage is the smartest option when it comes to emergency situations and long-lasting fortification.

For document storage and digitization services that focus on preserving your collection for years to come, call us at 314.259.1900 or email us at info@andersonarchival.com.

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