Cloud storage has become essential for modern businesses, but with so many options available, choosing the right solution can be overwhelming. Here's a practical guide to help Long Beach businesses make the right choice.
Understanding Your Needs
Before comparing providers, assess what you actually need. Consider: How much data do you store? How many people need access? Do you need real-time collaboration features? Are there compliance requirements for your industry? Do you need automatic backup or just file sharing?
The answers to these questions will narrow your options significantly and prevent you from overpaying for features you don't need.
Microsoft 365 vs Google Workspace
For most small businesses, the choice comes down to Microsoft 365 or Google Workspace. Microsoft 365 includes OneDrive (1TB per user), the full Office suite, Teams for communication, and enterprise-grade security. Google Workspace offers Google Drive (varies by plan), Google Docs/Sheets/Slides, Gmail, and Meet.
If your team already uses Microsoft Office, 365 is the natural choice. If you prefer browser-based tools and real-time collaboration is critical, Google Workspace may be the better fit. Both offer strong security and admin controls.
Backup vs File Sharing
Cloud storage and cloud backup are different things. Cloud storage (OneDrive, Google Drive, Dropbox) is for actively used files that need to be accessible across devices. Cloud backup is for protecting all your data — including system files and settings — against loss.
Ideally, your business should have both. I typically set up cloud storage for day-to-day work and a separate automated backup solution that captures everything on a scheduled basis.
Security Considerations
Not all cloud storage is equally secure. Look for: encryption in transit and at rest, multi-factor authentication support, admin controls for sharing permissions, audit logs, and data residency options if your industry requires it.
Never use personal cloud accounts for business data. Business plans include admin controls, compliance features, and data ownership guarantees that personal plans lack.
Getting Set Up Right
Migrating to cloud storage is straightforward when done correctly, but messy when done haphazardly. I help Long Beach businesses plan their migration, set up proper folder structures, configure sharing permissions, and train staff on the new system. A well-planned migration minimizes disruption and sets you up for long-term success.