In today’s digital landscape, the emergence of cloud technology has transformed the way we manage and exchange information. Cloud storage is a highly effective, secure method for storing and accessing data, which has revolutionized traditional file management practices.

How can you be a part of this great transformation? By embracing cloud storage and moving your files from your computer or department drive to the cloud. (See the Knowledge Base links below.)

The convenience and improvements to your efficiency and workflow are only the beginning—let’s dive into five key reasons you should move your files to the cloud:

• Real-time Collaboration: Sharing a document online gives multiple users simultaneous access to editing capabilities. For example, this blog was written in Google Docs, and my leadership and communications teams collaborated after I wrote the initial draft. It was revised in real-time, without the chaos of conflicting edits in multiple attached documents.
• Improved Version Control: Say goodbye to the days of endless “Final_v2_v3.docx” files cluttering your device. By sharing documents online, you establish a single source of truth. Edits you make to your documents are automatically saved and tracked, eliminating confusion over multiple versions.
• Access Across Devices: Sharing a document link removes the worry about incompatible software or clunky downloads. Whether your colleague is on a PC, Mac, Chromebook, Linux, or mobile device, they can access the document with a simple click. This flexibility keeps everyone in the loop, regardless of their technology preference.
• Improved Security: Attachments can be vulnerable to malware and data breaches. Sharing documents online through Office or Google offers robust security features like access control and audit trails. You can track who has accessed the document, set permission levels, and even revoke access when needed. This level of control is invaluable for protecting sensitive information. Conversely, do you know where your attachment has been forwarded and who has access? Could you revoke access if needed? (The answer is no.)
• Less Clutter, More Calm: Let’s face it, email attachments contribute to cluttered inboxes and bloated storage. Sharing documents online streamlines communication, keeps inboxes lean, and reduces the risk of important files getting lost or forwarded. Plus, it declutters your hard drive of unnecessary files. I encourage you to embrace cloud technology and the positive impact it can have on your daily workflows. Together, let’s elevate our digital infrastructure and unlock the full potential of cloud storage.

We’ve created a few articles to help you move your personal or department files to the cloud:

• Use Microsoft Sharepoint to migrate your department files
• Use Microsoft Teams to migrate your department files
• Use Microsoft OneDrive to migrate your personal files

Your input is valued and can be shared directly with me at andrewjmoore@mines.edu. I want to hear from you! Let’s start a conversation and unlock the full potential of collaborative, cloud-based document management.

Thanks,

Andrew Moore, CIO (Chief Information Officer)