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Best online document storage for corporations

Offline file-sharing is starting to become a thing of the past. As more corporations appreciate the benefits of online storage systems, there’s…

corporate-documentation

By Hailey Friedman

Mar 31, 2022

Offline file-sharing is starting to become a thing of the past. As more corporations appreciate the benefits of online storage systems, there’s now an ever-increasing array of different online document storage options available to businesses. 

Whether your company is an SME or a big corporation, running your data through the cloud is an essential step in keeping your data safe and secure. The best online document storage not only helps keep your data secure but also increases accessibility throughout the company, allowing for a more seamless method of document sharing and collaboration

Online document storage is a convenient way of managing company knowledge in a safe, accessible, and cost-effective way. 

What are online document storage systems? 

Not all cloud-based storage systems are alike, and the best online document storage for corporations can help these businesses provide a way to store and organize their documents through remote storage. 

Many of these companies offer different online storage solutions to keep documents secure. These document storage systems vary wildly and can provide different benefits depending on what is needed by your business.

What is cloud storage? 

Cloud storage allows companies to have data security in a convenient and cost-effective manner. The data is saved in an off-site location that can be accessed through the internet or a private connection. 

Having this remote infrastructure available eliminates having to manage and maintain physical storage options such as hard drives, USBs, and in-house servers.

What are the benefits of using document storage platforms? 

When it comes to document management, these online storage platforms provide numerous benefits that offline storage can’t.

  • It is cost-effective because businesses would not have to invest in physical storage infrastructure.
  • Storage can easily be increased depending on your service providers. 
  • Businesses can easily backup data from different devices.
  • Accessibility is made easy since any team member around the world, at any time can access data seamlessly.
  • There are countless ways of having system failures when using local storage that are avoided with online document storage, such as hard drive failure, theft, fire, or even flooding can compromise the security of your data

Best online document storage tools for corporations

With the advent of this technology, corporations should definitely utilize the most efficient and comprehensive enterprise-grade options for data storage. But what is the best online document system for corporations? 

Almanac

Looking to transfer your company’s documents in a unified document storage solution that provides the best in security features, remote collaboration, and other key organizational needs? Well, Almanac might just be the best cloud storage option for you.

Designed to meet even the highest standard of user specifications and expectations, Almanac offers unlimited document storage space for businesses. Administrators can easily transfer the company’s data by importing documents from Google Docs, Confluence, and Notion. Additionally, you can also export to HTML, Markdown, PDF, and even Word.

Most cloud storage solutions on the market lack the in-house features Almanac is capable of. For instance, many alternatives don’t offer async collaborative features or the same level of advanced customization. And with Almanac, the ability to store, collaborate, organize, and crowdsource your documents can all be possible under one efficient, user-friendly solution.

Features:

  • Group sharing to workspace members
  • Handbook creation for better organization of company knowledge
  • Activity feed shows changes over time
  • Unlimited cloud storage space
  • Centralized notifications hub for comments, access requests, and tasks
  • Bulk import for folders and other documents
  • Search by file name, owner, version, and other properties
  • Advanced permissions for better control of documents and other data
  • SSO for tighter security

Pros:

  • Ability to control permissions when sharing documents with multiple people 
  • Provide suggestions and edits without changing the original file
  • Focuses on async collaboration for remote-first teams
  • Secure, safe, and easy to use
  • No-fuss drag-and-drop embeds and inserts
  • Offers note-taking features
  • Fully customizable interface, per the user’s precise specifications
  • Flexible contracts, with no strings attached options

Cons:

  • Somewhat younger software, but quickly proving to be the top contender

Pricing:

  • Free: Almanac offers 25 documents with unlimited guests for free.
  • Pro: At $12/user per month (annually or $15 monthly), Almanac offers unlimited documents and guests for document storage.
  • Enterprise: For businesses and enterprise-level companies, Enterprise offers SSO/SAML and priority support in addition to everything in Pro.

Dropbox

Dropbox is a cloud-based file storage service that has been operational since 2007. It is one of the most popular options for online document storage, and the application supports synchronization across multiple mobile devices and desktops. 

With Dropbox being a long-established player in the space, it’s a fairly reliable service for compiling all your files in one place. Nonetheless, there are a few critical flaws in this service (such as its high price and sometimes clunky organization features) that make it hard to designate Dropbox as the best cloud storage option for organizations.

Features:

  • Integrations with Microsoft Office and Google Workspace
  • Supports a variety of different file-types
  • Unlimited storage for Advanced-tier users
  • Automatically backup files
  • SSL/TLS data encryption with two-factor authentication

Pros:

  • Streamlined interface
  • Offers basic collaboration features for team members
  • Reputed customer service

Cons:

  • Expensive compared to other alternatives
  • Tedious to organize and sync folders
  • Requires a good bit of hard drive space to have local functions
  • Lackluster privacy 

Pricing:

  • Free: Gain access to up to 2Gb of online storage for free
  • Standard: At $12.50/user per month, Standard offers 5kGBs of storage, 3+ users, watermarking, administrators console.
  • Professional: At $16.58/user per month, Professional offers 180 days of file recovery and version history, two-factor authentication, passwords, watermarking.
  • Advanced: At $20/user per month, Advanced offers device approvals, traffic, and insights, viewer history, SSO integrations.

Microsoft OneDrive

OneDrive is Microsoft’s cloud-based document storage system that integrates with Microsoft Office’s functionality. As a document storage solution, OneDrive is good for businesses already using MS Office, since it can integrate well into the Microsoft ecosystem. 

However, it’s not the best cloud storage option available, as OneDrive has several limitations that prevent it from being an ideal choice. For businesses that prefer to use software outside Microsoft for collaboration, there are numerous alternatives.

Features: 

  • Full integration with Office 365
  • Access control and permissions on the go
  • Real-time collaboration through other Microsoft apps
  • Personal vault for sensitive and private documents
  • Create and edit documents through MS Word

Pros: 

  • Reliable support for Windows and Microsoft users
  • Available on mobile devices
  • Sync files reliably across devices
  • Heightened collaboration for users of Microsoft Office

Cons: 

  • Users are required to integrate with Office 365 to gain full benefits
  • Limited features on team-collaboration
  • Dated user interface and design
  • Extensive learning curve
  • Clunky file transfers

Pricing: 

  • OneDrive Basic: OneDrive offers 5Gb of cloud storage for free
  • OneDrive 100Gb: At $1.99/user per month, OneDrive offers 100Gb for document and data storage.
  • OneDrive for Business (Plan 1): At $5/user per month, Plan 1 offers 1TB of storage with file-sharing capabilities. 
  • OneDrive for Business (Plan 2): At $10/user per month, Plan 2 offers everything in Plan 1 plus additional security and compliance measures.

Open Drive

OpenDrive is an online document storage for corporations that scales their pricing based on business needs. Being a relatively small company in the market, OpenDrive is able to offer personalized deals to teams and businesses.

In addition, it also provides unlimited storage unlike some of its other competitors. However, the user experience leaves much to be desired, due to OpenDrive’s slow upload speeds and a less-than-sleek user interface.

Features: 

  • File-sharing and versioning
  • Two-factor authentication for security
  • Backs up files automatically
  • Comprehensive permission system for document sharing
  • Synchronization of files across multiple devices

Pros: 

  • Flexible pricing
  • Zero-knowledge encryption provides tight security
  • Includes note-taking tool for basic collaboration
  • Offers unlimited storage options

Cons: 

  • Poor desktop UI
  • Barebones collaboration tools
  • Mobile and desktop apps are not well optimized
  • Poor customer support
  • Slow file transfer speeds

Pricing: 

  • Free: OpenDrive offers 5Gb of online storage and up to 5 Notes for only 1 user for free
  • Custom: Starting at $7 per month, the Custom plan offers 500Gb of online storage and unlimited users.
  • Business: At $29.95 per month, Business offers unlimited online storage plus unlimited Notes and users.
  • Enterprise: Providing a customized solution for enterprise-level businesses, the Enterprise plan provides everything in Business plus additional encryption and priority support

SpiderOak

SpiderOak was developed with a shared focus on security and privacy in mind. Since sensitive documents and other files need an extra layer of security in document storage systems, this software has come up with a solution that provides end-to-end encryption to protect your company’s documents before it even leaves your computer. 

It goes without saying, however, that strong security and privacy come at a cost. As a result, SpiderOak’s high-level infrastructure makes it one of the more expensive options on this list, ruling it out from being the best online document storage for corporations.

Features: 

  • Provides top tier end-to-end encryption
  • Available in Windows, Mac, and Linux
  • Self-destructing file sharing links
  • Excellent file versioning
  • Basic file-sharing and documentation tools
  • Files backed up automatically

Pros: 

  • Offers strong security features for data management
  • Privacy and security-focused
  • Streamlined desktop app design
  • Supports unlimited devices

Cons: 

  • Only available on desktop
  • No two-factor authentication for website logins
  • Expensive pricing
  • Lacks unlimited plans and some collaboration functionality features

Pricing: 

  • 150Gb Plan: At $6/user per month ($69 annually), SpiderOak offers 150Gb for unlimited devices.
  • 400 Gb Plan: At $11/user per month ($115 annually), SpiderOak offers 400Gb for unlimited devices.
  • 2Tb Plan: At $14/user per month ($149 annually), SpiderOak offers 2Tb for unlimited devices.
  • 5Tb Plan: At $29/user per month ($320 annually), SpiderOak offers 5Tb for unlimited devices.

IDrive

A reliable and fairly priced online backup service, IDrive provides users with the basic functionality for storing documents. With quick upload speeds, a decent mobile app, and unlimited devices per account, it can seem hard to go wrong with IDrive. 

However, despite the software’s strengths, it nonetheless falls short in being the best cloud storage option. The dated look and limited collaboration features take away from what could be a potentially excellent online document storage solution.

Features: 

  • Offers file versioning and sharing
  • Continuous backup for data
  • End-to-end private encryption 
  • Multiple user management options
  • Reliable disaster recovery feature

Pros: 

  • Fast file upload speeds
  • Provides numerous backup features
  • Can be accessed through unlimited devices
  • Cross-platform availability

Cons: 

  • Sharing options are limited which can be a hassle
  • Only available in annual plans 
  • Lacks unlimited backup feature 
  • Poor and dated software design 
  • Pricier compared to some of the competition

Pricing: 

  • Free: Available for free, IDrive offers 5Gb of online storage for one user. 
  • Personal: Starting at $79.50/user for the first year, Personal offers 5Tb of online storage on unlimited devices.
  • Team: Starting at $99.50 for the first year, Team offers 5Tb of online storage for five users and five computers. (Tiers of storage, users, and computers can increase up to 35 users, 35Tb, and 35 computers)
  • Business: Starting at $99.50 for the first year, Business offers 250Gb of online storage for unlimited users and unlimited devices. (Tiers of storage for Business can increase up to 5Tb)

Egnyte

Providing online document storage for corporations with security, collaboration, and governing capabilities, Eggnyte is viable for businesses that want to all their data in one place. 

This software also supports MS Office and G-Suite for seamless integration when working across multiple platforms. In comparison to similar alternatives, however, it is priced quite high. Unfortunately, even their most exclusive plans leave you asking for more.

Features: 

  • Offers third-party integrations
  • In-app collaboration features
  • Advanced admin controls and permissions
  • Activity monitoring and analytics
  • File link sharing and versioning

Pros: 

  • Slightly less expensive than the general competition
  • Very secure with different encryption options
  • Supports MS Office and G-Suite
  • Provides external third-party integrations

Cons: 

  • Less value for money
  • Plans offered lack flexibility in-between tiers
  • Steep learning curve 
  • Hit-or-miss support service
  • Lacks free or trial plans

Pricing: 

  • Business: At $20/user per month, Business offers 1Tb of online storage with 100Gb of maximum file size.
  • Enterprise Lite: Offering a custom plan, Enterprise Lite provides everything in Business in addition to Premium support services among other benefits.
  • Enterprise: Offering a custom plan, Enterprise provides everything in Enterprise Lite in addition to Platinum support plus advanced security and protection.

How do you store your company’s business documents online? 

Once you’ve chosen a document storage system for your business needs, like Almanac, your next step is preparing all the documents to transfer to your solution of choice. Transferring from a local storage system can be daunting, but it remains necessary for the overall security of your documents, and many of the options on this list make it simpler. 

Proper file organization is important when transferring these documents for efficient content management. First and foremost, businesses would have to ensure that files and folders are named correctly when making the transfer. 

While you can continue to organize, access, and add to your documentation, the benefit of an online storage system is that once the files are in there, a lot of your work is done. 

Conclusion: What is the top online document storage platform for corporations?

Trying to find the best online document storage for corporations can definitely be challenging. And no doubt, the aforementioned online document storage systems are definitely decent options for your business. 

However, the option that stands out the most with its intuitive design and functionality for online document storage is Almanac

Even with the pros of industry heavyweights such as Dropbox, Onedrive, and Opendrive, Almanac trumps competition by providing an online document storage solution that is not only reliable but also versatile for all your storage needs.

It offers great value across different packages, thanks to its extensive features and customization to the user’s precise specifications. Furthermore, its trusted partners – companies like the American Red Cross and Indeed – further highlight the well-earned reputation of this platform. 
These considerations unquestionably make it the best cloud storage option available, allowing it to stand apart as the superior choice among remote storage solutions. If you’re interested in learning more about how Almanac can provide a convenient, reliable, and cost-effective storage solution, connect with their friendly sales team today, or get started with their free plan!

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