We all know that our documents are stored on that precious device called a hard drive in our computer. (yes, the computer is not called a hard drive :)) The major problem with hard drives is that they can fail. Your computer can fall victim to a virus and have all files destroyed. The hard drive could crash due to mechanical problems. What happens to your files??? Well, they are gone. Yes, gone forever. All of those pictures, music, and important documents. Years and years of important information and most important -- your time. All down the toilet with a big flush.
Cloud based document storage helps in preventing lost files due to harddrive disasters.
It works like this:
1) A file gets saved to your computer's hard drive
2) That file is then synchronizes up to your online storage account
Easy and simple. There is a program that runs on your computer's operating system that handles all of the syncing. Most online document storage providers will provide a web interface so you can also access your files easily from anywhere in the world by using the web browser. All of your important files can easily be restored if there is a catastrophe by syncing to your online account after the computer is back in working order.
There are many good providers. The most common are GDrive from Google, Dropbox, Skydrive from Microsoft, Box.net, and Ubuntu One. Each one offers a free account up to a specific storage space.
Free account storage
GDrive - 5 GB
Dropbox - 2 GB up to 16 GB free if you go through the hoopla of referrals
Skydrive - 25 GB BUT maximum file size is 50 MB which sucks
Box.net - 5 GB
Ubuntu One - 5 GB
The most popular services of the 5 are GDrive (because it hooks into your Google account) and Dropbox. There are paid monthly subscriptions to each of these services for higher storage amounts. GDrive is one of the best for the money. Some of these services also offer file versioning. (This is basically a snapshot of your files at any given time) File snapshots help when it comes to files being corrupt or infected by a virus.
The transitions to these services offer a lower dependency on your computer. You must also remember that these services are not appropriate for every type of file. Examples: scan of your social security card and bank paperwork. Those types of files should be stored on a portable USB hard drive and kept in a fire safe box.
So, why shouldn't I buy a separate drive??? Couldn't i just store everything on the USB drive? Yes, you could definitely store everything on the USB drive ,but there are two problems to that approach:
1) It is less portable for files you regularly access (photos, music, etc...)
2) USB drives require us to remember to back up the files. This is a manual process that most people forget. The online storage allows for automatic synchronization and you can make sure your files are always backed up.
Take a look at cloud based document storage if you don't already have an account. It could really help you in the future. I know it has helped me.
