For a long time in Japan, a method using a password-protected zip file was widely used to send and receive files for business purposes. In this method, an encrypted zip file is sent as an email attachment and the password is sent in a second email. However, this method is now considered to be a high security risk, and file sharing via cloud storage is now becoming the norm.
However, there are many different cloud storage services, and it can be difficult to choose the right one. In this article, we’ll discuss different plans, costs, functions, and security measures of cloud storage for corporations, as well as tips on how to choose the right service for your company.
First, let’s look at three main points to consider when choosing a cloud storage service: billing type, ease of use, and security measures.
Billing type
While the ease of use of a service is important, the implementation costs are often of the highest concern for businesses. This section explains the advantages and disadvantages of common billing types for cloud storage services.
Billing based on number of users
In this type of fee structure, there is a cost for each individual user.
Advantages
・Lower costs if the number of users is small
Disadvantages
・Higher costs if the number of users is large or increases in the future
・Excess storage space for large number of users
・More complicated management
・More work required when replacing employees (changing IDs, passwords, etc.)
Billing based on storage capacity
In this type of fee structure, the cost is based on the desired storage capacity. There are usually a variety of plans available, and the ‘unlimited users’ option is a popular choice.
Advantages
・Work efficiency will increase as there is no need to restrict the number of accounts
・Unlimited accounts for employees and for external parties such as business partners
・Lower cost per user as the number of users increases
・More efficient use of storage space
・Easy account management when adding or removing users
Disadvantages
・Storage space per user decreases as the number of users increases if the storage capacity cannot be changed
・Higher cost per user than the ‘billing by user’ type of service if there is only one or a few users
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Ease of use
Ease of use is also important when choosing a cloud storage service. If your business efficiency tools are difficult to use, you can easily end up losing business. Consider the following two questions:
Do we have to learn a new system?
Employees are more comfortable and efficient using familiar systems. If they have to learn how to operate a completely new system to use a cloud storage service, it will take time and reduce productivity. You will also have to create manuals and conduct training which will require even more time and expense.
Can we easily share files and folders?
It is extremely important to confirm that you can share data in commonly-used formats (Word, Excel, PowerPoint, etc.) and large files without any problems. Another key issue is the ability to share files with users outside your company and with a mobile device such as a smartphone.
Security measures
Security measures are probably the most important factor when choosing a cloud storage service. If they are inadequate and your data or system is compromised, you can lose the trust and confidence of your customers and business partners, all of which may lead to loss and a downturn in business performance. Here are some points you should consider when choosing a cloud storage service:
2FA
2FA stands for “Two-Factor Authentication.” The standard first step is to authenticate the user with a user identification and password. If that is confirmed, a second factor is used to further authenticate the user. In general, 2FA is based on two of the following three elements: something known only to the user (PIN, password, etc.), something possessed only by the user (cash card, smartphone, physical token, etc), or a unique characteristic of the user (face, fingerprint, etc.).
Access restrictions
From a security perspective, the stricter the access restrictions on shared folders and files, the safer you will be. However, this can cause inconvenience for users. A balance of security and convenience can be found by setting up detailed user permissions to access the shared folders/files or by restricting access by device.
Log monitoring and version control
Log monitoring allows administrators to see the account activity for each user, such as deletion, upload, and login history. You should also check to what extent file version control is available.
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What Tsukaeru FileBako can do
Tsukaeru FileBako is a new cloud storage service that creates a new work style that allows users to connect with anyone, anywhere, anytime. Featuring an unlimited number of users, you can share, edit, and synchronize files on any device.
1. Unlimited number of users
While most other companies have one-user-one-license systems, Tsukaeru’s economical Business Plan is available starting from only 9,800 JPY (10,780 JPY with tax included) per month, regardless of the number of users. In addition, it comes with a generous 1TB capacity.
For example, with 100 users, the cost would be approximately 100 JPY per user per month. If slightly less capacity allocated per user is acceptable, for 1,000 users, the cost would only be 10 JPY per user per month. All corporate plans have no limit on the number of users and provide flexibility when dealing with sudden increases in staff at no extra cost.
2. Add, edit, and share files with a familiar system
Tsukaeru FileBako is a file server type cloud storage service. You can enjoy all the benefits of the cloud with the familiar folder structure and operation system. Adding, editing, and synchronizing files is almost the same as using Explorer on a desktop computer. With no file size limit, there is no need to deal with a common cloud storage error message: "The import file is too large to upload.”
3. Secure and easy file restoration and version control
While there are many large capacity, low cost cloud storage solutions, the security of your most important files and data should be your highest priority! With a Tsukaeru FileBako, it is easy to easily share files with external users or team members with just a few clicks. Web links for sharing can be set with passwords and expiration dates, ensuring even higher levels of security. It is also possible to create shared folders for collaborative projects and to control folder access permissions for each user.
Why choose Tsukaeru?
Tsukaeru’s cloud services have been used by customers all over Japan for more than 20 years.
1. Ideal location for cloud service data center
Because Tsukaeru’s data center is located in Nagano Prefecture in Central Japan, data can be accessed at a much faster speed than services relying on overseas data centers. In addition, Nagano Prefecture is far from the Tokyo metropolitan area and is relatively disaster resistant, making it very effective for BCP.
2. Excellent customer support
All of the Tsukaeru customer center staff are dedicated in-house operators and are available to help you solve your problems with our extensive expertise and experience. We can be reached not only by phone, but also by e-mail and chat, so you can rest assured that we will be there when you need us.
If you are interested in Tsukaeru FileBako, please feel free to contact us. We'd even be happy to set up a free trial for you!
Click here for more information on Tsukaeru FileBako.
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Call toll-free: 0120-961-166
Office hours: 10:00-17:00
"Cloud storage" has lately become a popular term. However, many people say, “It sounds convenient, but I'm not sure exactly why I need it."
Today, we’d like to explain the basics of cloud storage and its use. In reality, cloud storage is an extremely useful tool with a variety of applications, from file sharing to collaborative work to accounting data management!
What is cloud storage?
Cloud storage is an Internet-based data storage system that allows you to store and access information in different ways.
Normally, work-related files and folders are stored on a company's computers. In most situations, the data are stored on the physical hard disk of the computer.
In contrast, with cloud storage, the files and folder are stored in the "cloud," while the same data remains on the hard disk of the computer. Cloud storage provides a secure space that can be accessed via the Internet.
Advantages and disadvantages of cloud storage for corporations
You may be thinking, "Why should I bother storing my files in the cloud?" There are several advantages to cloud storage for your files and folders, including the following:
・Data is backed up in the cloud, so if your computer system crashes or is infected by a virus, your files and folders will still be safe!
・Because cloud storage can be accessed via the Internet, you can check documents not only from your computer but also from your smartphone.
・Even if the volume of your data increases as the years go by, you can store as much as you want by changing your plan to increase your cloud capacity! There is no need to buy a new computer or add a new hard disk!
・Cloud storage files will reflect changes made in real-time, making for more efficient collaboration with colleagues and business partners.
In other words, cloud storage makes it easier to collaborate and work both internally and externally. There is also the convenience of being able to check and modify documents anytime and anywhere.
In addition, because cloud storage allows you to access your files from outside the office, it is a perfect match for remote work, which has become more and more necessary recently. Also, as you can automatically backup your files to the cloud, it is an ideal solution for promoting and supporting work style reform.
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On the other hand, the following points are often pointed out as disadvantages of cloud storage:
1. Files will not synchronize when offline or if the internet connection is unstable.
2. The introduction of a new service can require extensive employee training.
3. While convenient to be able to access files outside the company, further security measures may need to be implemented.
When considering the implementation of cloud storage, it is recommended to examine both the advantages and disadvantages when looking at options and actually try out the service for a trial period to see how it feels.
In order to avoid the above disadvantages, the following features are provided with Tsukaeru Filebako:
1. You can set "Always Sync" for each file so that you can view the file offline.
2. File uploads, download links, and shared links can be created from Explorer (Windows) or Finder (Mac OS) by changing the storage folder from C drive to U drive.
3. Two-factor authentication, AES 256-bit encryption, audit reports, log monitoring, remote data deletion, and other security features provide peace of mind.
Using the cloud to manage accounting data
For many businesses and sole proprietors, taxation and accounting procedures, as well as management, can be especially annoying. Because it is a complicated system, and there are many required documents, it is often put off until the last minute.
However, of course, there is no escape from these tasks just because they are complicated. In addition, it is necessary to properly manage the accounting books and other documents even after the work is completed, as they are required to be kept for a certain period of time. It is also important to organize them in a way that is easy to understand and quickly retrieve the right documents if something happens later.
It requires a great deal of effort and time to manage all of this, and it is not an easy task. This is one reason we recommend that you manage your accounting data in the cloud as well as with paper documents.
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How to use the cloud to efficiently manage accounting data
In this section, we'll introduce specific ways to use the cloud to efficiently manage your accounting-related information! These tips can help you avoid troubles with managing and storing your accounting data:
1.Create accounting data shareable within the company
Nowadays, online accounting management software is becoming more and more popular, and many people use it on a regular basis. However, there are still many situations where you need to create and manage data in common file formats such as PDF files and Excel files that can be opened with any software.
In such cases, it is recommended that accounting data files are stored in cloud storage because the creation, updating, and modification of files by different members of the accounting staff will always be in one place and automatically synchronized. Because the entire team can share the latest data in real time, miscommunication or mistakes due to a lack of coordination or complicated version control can be reduced.
2.Manage accounting work remotely
With the recent COVID-19 pandemic, many companies have introduced remote work. However, remote workers face various challenges, such as how to access and manage business data and how to work collaboratively in teams.
Cloud storage is the perfect tool to solve these remote work issues. By managing all files and folders necessary for business and accounting operations with the cloud, employees can access data from their homes without complicated procedures. They can also easily collaborate with their team to modify files in real time without the need for any special settings.
3.Share documents with accounting firms and tax accountants
Companies usually have to exchange documents with internal and external tax accountants and accounting firms. The best cloud storage services for corporations allow for secure file sharing by simply sending the created shared link, eliminating the need to encrypt and attach the file to an email every time.
Related article: Five reasons to stop using password-protected zip file email attachments: Why is it so dangerous?
Tsukaeru Filebako: low cost and easy to use
Tsukaeru Filebako is a low-cost, popular cloud storage service that is easy to install and use – even for beginners! In addition to its large 1TB capacity, Tsukaeru Fileback allows an unlimited number of users. A free trial of the service is also available for a limited time, so you can discover if it is the right solution for your needs without spending any money. If you are interested in learning more, please feel free to contact us.
Click here for more information about Tsukaeru Filebako.
Until the end of March 2021, a free trial of Tsukaeru Filebako with all features is available. As this is a limited-time offer, don't miss out on this great opportunity!
