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cloud data resized 600One of the most common mistakes that organizations make when it comes to cloud data storage solutions is to think of the cloud as limitless in capacity. While it’s true that cloud storage providers offer scalable storage that should be able to expand as you need it, the fact is that you pay more for higher utilization. Unlike in-house data solutions where you can use it as long as you have it, cloud solutions demand that you prune your data in order to keep costs under control.

Table Data or Documents?

If you’re using significant amounts of cloud data, the first step to getting it under control is to identify where it’s coming from. You need to know whether it’s document data or table data.

Handling documents in cloud storage

Document data usually takes the form of an attachment to a record. The problem with these kinds of attachments is that it makes the documents hard to find. For example, you might have a PDF scan of an important contract. That contract may appear in four or five different records in your system.

To deal with document inefficiencies, you need to create a document inventory of your system that includes identifying what records they’re attached to. Use filters to find duplicates, or consider looking for a cloud-based duplication detection system.

Remove redundant copies, and put placeholders in that will identify where the one viable copy of the document exists in your system.

Managing Table Data

Table data can be a bit more difficult to manage. You generally need to implement some system-specific solutions in order to reduce your storage footprint.

Beyond that, you can identify which systems have a true storage problem. Some systems can’t be reduced too much because they’re needed for archival purposes. Accounting is a good example of this. Other systems can be pruned regularly, because they tend to grow fast and only need data for a brief period of time. Marketing, as well as other systems, tend to fall into this category.

A Clean House

The benefits of managing your data in the cloud are real and immediate. Not only will you reduce your cloud storage costs, you’ll likely discover potential for new efficiencies going forward.

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Unitiv, Inc., is a professional provider of enterprise IT solutions. Unitiv delivers its services from its headquarters in Alpharetta, Georgia, USA, and its regional office in Iselin, New Jersey, USA. Unitiv provides a strategic approach to its service delivery, focusing on three core components: People, Products, and Processes. The People to advise and support customers. The Products to design and build solutions. The Processes to govern and manage post-implementation operations.