Innovation & Future

Cloud(y) times – What to do with all the data?

Tips for properly transferring and storing data in the cloud

The process of digitalisation has been accelerating for years. The changes are now ongoing and can be felt everywhere. Their short-lived nature, constant availability and the huge growth in data and information have become a genuine challenge for each one of us. Even more processes were transferred to the digital world last year because of the Covid-19 pandemic. It is obvious that interconnected facilities have become stronger and more available. However, this trend poses risks, too, because the digital world provides little privacy and the data is available any place and any time. It is therefore necessary to guarantee effective protection and the proper storage location to keep data from getting lost or falling into the wrong hands.

A changing world

Boundless opportunities seem to have opened up ever since digitalisation became more commonplace. Options which could not have even been considered just a few years ago, and which would not have been viewed as feasible in some sectors, are now possible. It is therefore extremely important for companies to digitalise processes and guarantee the availability of data in order to remain competitive. However, many companies face problems and concerns about how to implement all of this properly and store data securely. They often ask how they can store data securely without it being lost or even falling into the hands of unauthorised persons.

Offices at home – Digitalisation has made this possible

Looking back, many people were confronted with having to work from home, particularly last year. Working from home had not yet become the norm in many areas and sectors, but became essential for ongoing work tasks when the Covid-19 pandemic started. Strategies for working outside company premises were gradually drawn up. Conferences and meetings are held online without any problems, wherever people are based around the globe. Many companies have now enabled their employees to work flexibly from home and the workers have welcomed the opportunity to regularly work from their home office. No wonder because working from home automatically provides many benefits: greater flexibility, more leisure time, less travel. It is possible to have several customer appointments on any one day if these are online meetings. They are also more sustainable because CO2 can be saved when fewer business trips and flights are needed. Current figures indicate that one person in two in Germany would like to continue working from home on a regular basis after the pandemic (Statista). Working from home has therefore become a current trend.

Have you also had similar experiences in your work environment? Please feel free to leave your comments about your experiences below this article.

Benefits not just for employees

Companies are benefiting from the digital world, too. Firstly, they can save huge amounts of resources and space and, secondly, business processes can be simplified and a rapid flow of data guaranteed. Benefits also emerge from industrialising processes or making data available for further processing or evaluation. These advances mean that employees can be relieved of tiresome tasks and assigned to other important projects. Automated data processing and reading also enable enormous time savings. Any misgivings about digitalising processes have therefore long since become outdated. Service providers have recognised this, too, and offer excellent support in this field for companies that still need help digitalising their business processes.

But what about storage space?

Appropriate standards have to be provided for digitalising data and processes. While physical storage in boxes may to some extent be a thing of the past, digital data still needs to be stored in a way that prevents it from being changed. The same rules apply to digital storage as to physical storage. The documents are subject to retention periods of several years in this case as well. If the physical data is converted into digital data, enough secure storage space has to be available. This is the only way to guarantee that the data is accessible and is not lost. Many companies are often unaware of the amount of storage space required and possibly only notice this far too late in the proceedings. However, there are solutions: the data can be stored in a certified cloud and there is enough space available there to process huge amounts of it. Most importantly, the data is really safe there if companies select the right service provider.

„Digitalisation offers companies a variety of possibilities. If they have support from the right service provider, the subject of data storage isn’t a problem.“
Olaf Remmele | Managing Director of Rhenus Office Systems
A provider of document and information management services

How to store your data properly

There are various ways to store data properly. One way is internal storage. However, there must be sufficient capacity available in terms of storage space. It is also necessary to ensure that the technical conditions for data storage are in place. If that is not the case, it will be very difficult to adequately protect the data.

This is why each company should ask itself at the beginning of the digitalisation process whether the new processes for data storage can be handled internally. The cost and effort are great, many employees have to be involved in this kind of project and the expertise and technical conditions, such as a secure server area, must be available. If it is not possible to carry out this work internally, companies can make use of external specialists. These service providers know exactly what is necessary for implementing these measures thanks to their many years of experience and their experts, and can therefore relieve companies of the enormous workload. It does not matter whether applications need to be transferred to the cloud for the first time or certain segments have already been outsourced. The right service partner provides support in the areas required.

However, a few important factors should also be considered when selecting an outside service provider. Firstly, it is important to ensure that the data is hosted at a German data centre. This ensures that the data is protected in line with German laws and standards. Secondly, the service provider should be able to offer modern software solutions and already have many years of experience in the market as well as the relevant certification.

„Service providers like Rhenus Office Systems offer support in precisely these areas and help firms tackle issues properly and implement solutions professionally.“
Olaf Remmele | Managing Director of Rhenus Office Systems

Store data securely now!

Rhenus supports these transactions and ensures that the data of many companies is stored securely. Launch your digitalisation and data storage with Rhenus now!


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