What is file storage software?
File storage software is designed to provide a secure and organized repository for storing, managing, and retrieving electronic files, documents, and data. Today, file storage is powered by the cloud, providing a reliable and centralized solution for individuals and organizations to store and access their digital content across devices.
How can file storage software benefit you?
Here a few ways you can benefit from file storage software:
File Upload & Storage: Easily store files of various formats, including documents, images, videos, and more, in a structured file system. For instance, OneDrive/SharePoint allows users to store more than 200 different file types in the cloud.
File Organization: You can organize files into folders, categories, and add tags to create a logical and accessible structure that makes it easy to access and filter files to find what you need faster. Beware the excessive use of subfolders, though. That could make organization complicated.
File Versioning: It's 2024 - you can stop adding "v2" to the end of duplicated files. There's an easier way with file versioning in cloud file storage systems. You can maintain version history of files to track edits, compare changes, and restore previous versions if needed. Some file storage systems even have check-in/check-out workflows for more strict version management.
Search & Retrieval: Use powerful built-in search bars that quickly locate specific files based on keywords, metadata, or other criteria. Best of all, most file storage systems offer search that gleans content from within your files rather than just file names. As Barney Stinson would casually say: "That's legendary."
Access Controls & Permissions: Set access controls and permissions to restrict file access to authorized people or teams. Or heck, share those files with the entire world. File storage systems allow you to be as flexible or strict with access management as you want. Such permissions can be added at the highest or most detailed levels, like an entire library vs. a specific file.
Collaboration & Sharing: Share files with colleagues, clients, or collaborators, with the click of a button (or a few buttons). Give people access to that slide deck directly, or using a shareable links you can turn off anytime. You can even share entire folders with clients and allow them upload capabilities. Seriously, the flexibility is pretty impressive.
File Sync & Backup: Sync files across multiple devices and create backups to prevent data loss. It won't matter if you're on your Mac, your Windows machine, an iPad, or your Android phone, your files are accessible no matter what you're using.
File Recovery: Configure mechanisms for recovering deleted or lost files. Want one recycle bin? Two? Maybe delete files after 30 days of sitting in the trash? Up to you. File storage systems often provide you with a range of options to configure according to your needs.
File Encryption: Have a file with sensitive information in it? Use encryption features to protect sensitive data from unauthorized access. Whether it's setting a password or allowing access through single sign-on (SSO) only, encryption will help keep you compliant.
Integration with Other Tools: Most file storage systems integrate with other software, like document editors, project management tools, website builders, email clients, and other software so you can streamline your workflow.
File Editing: Some systems have evolved to a point where you can edit files directly in the app without having to open a separate word processing or spreadsheet tool. Pretty dope.
Tips for solopreneurs
If you work solo, you may not need a ton of storage space (unless you're producing videos or games or something huge). We recommend prioritizing affordability and integrations above the need for large amounts of space. Business suite software is a must for any business, and the top two business suites, Microsoft 365 and Google Workspace, come with OneDrive and Google Drive, respectively. That means all tools in the 365 or Workspace ecosystem are connected to your drives. We recommend using the drives available in these suites to control costs and avoid using independent systems like Box or Dropbox (unless you prefer them, we won't blame you). This is especially the case for solopreneurs who have full control of the drive settings as admins of their own suite.
You'll want to consider tools outside of the ecosystem that you're using as part of your daily workflow. For example, Notion and Wix are two platforms that seem to favor Google apps over Microsoft on their integrations lists. So, be on the lookout. 👀
You should also set some conventions for yourself if you're juggling multiple storage locations across platforms. For example, if you're building a website with Wix, you might have 10GB of file storage space available. You should consider the types of files you may want to store in Wix vs. Google Drive, and how much storage you'll use in each system.
Tips for teams
If you're on a team working for a company with an established IT department, your file storage system is likely in place already. In fact, you're probably not allowed to use other software. We recommend understanding your IT department's security settings and access controls, so you're not surprised by restrictions when you're trying to store or share files in the future. Some organizations opt for separate independent systems like Box or Dropbox when sharing files with external parties, like vendors and clients, so as not to modify existing settings in admin panels.
But if you're a startup team looking for a new file storage solution, we also recommend prioritizing controlling costs if you're using a business suite since you will likely have greater control over admin settings. If you're not a Microsoft or Google user, Box and Dropbox are great options with a range of features that Microsoft and Google don't handle as smoothly.
