Slash Your Company’s Cloud Storage Pricing With These 3 Tips

by Aug 24, 2016Cloud & Hosting

Cloud storage pricing can add up quickly

With cloud storage pricing on the rise, your company relies on you to keep data organized, secure, properly retained and maintained. This is no easy feat. Cloud storage can very quickly get out of control, cluttered, seeming to grow exponentially month after month. Fear of removing documents critical to your company can paralyze you, afraid to act, but failure to act can mean gigs of redundancy, obsolete files and general chaos. Enough is enough.  Let’s discuss 3 tips to managing cloud data storage to keep costs low.

#1 Evaluate How Data is Being Used

You can’t address a problem if you don’t first stare it in the face. If you are reading this article, chances are your company’s storage is already out of control. This may not be a one weekend or a one man job, but the time invested is well worth it both in storage maintenance hours over time and significant money saved. Looking at how data is currently being used by asking some questions, will help you understand what policies are needed and what isn’t being enforced. Additionally, it allows you to consider what the true needs of your company are in terms of bells and whistles that various cloud services may offer for a premium. If you’re paying for it and not using it, you need to know. To cut cloud storage costs:

  • Look at where files is being stored. Is a disproportionate amount of storage being used by a certain department? There’s a good place to start.
  • Drill down. What is being stored? File Sizes? Formats? Multiple Versions? Multiple Locations? Last Updated or Viewed? What does this tell you about the ways that people are using or misusing storage space?
  • Consider IOPS, Latency. How quickly do these people need to access data and how much data is being transferred at any given time? Is your company paying for faster retrieval of more data than it is actually using? Occasional data bottlenecks can generate complaints, but is preventing them worth the additional money spent?

#2 Better Define Access Control Policies

This can be one of the most challenging pieces of data management, but having a solid access control policy in place is essential to driving down cloud storage costs. Based upon what you learned in reviewing how data is used above, you can really begin to tailor a policy to your company’s needs. To cut cloud storage costs:

  • Assure access groups are clearly defined. Are access groups organized effectively, so that proper access can be granted or revoked easily as needed individually or in bulk? According to a recent survey performed by the Ponemon Institute, 62% of users acknowledged that they have access to data they shouldn’t. Is this your company?
  • Reevaluate access needs. Who has what access? Does everyone in a certain department need write or full access or should many only have read-only or other varying access levels? Can access be limited to certain folders? If 62% of people have access to data that they shouldn’t, more than likely too many people also have the ability to save to cloud storage.

#3 Streamline Your Data Retention Policy

A dynamic retention policy is a must to keep cloud storage pricing in check. Various services will provide you with different options for retention, providing solutions to help streamline storage maintenance. To cut cloud storage costs:

  • Make archiving work for you. Determine what goes to archive and where it goes. Can items be archived on a separate server with minimal features to keep costs low? When files are archived, can versions be combined or earlier ones discarded in exchange for one file?
  • Adopt a one size doesn’t fit all deletion policy: Some of your departments may need to keep documents for 7 or 10 years to meet regulatory requirements while other departments may have no need to keep files long term. Can space be freed up by shortening the retention time in some departments?

Cloud Storage Pricing

Cloud Storage pricing depends on what features you purchase and how resources are being managed. Understanding what you need will allow you to develop more effective policies for more efficient storage management and then tailor cloud purchase decisions to those needs.

Contact us today for more helpful hints in managing your cloud storage budget.

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Tracy Rock is the Director of Marketing at Invenio IT. Tracy is responsible for all media-related initiatives as well as external communications—including, branding, public relations, promotions, advertising and social media. She is one busy lady and we are lucky to have her!

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