How to choose business cloud storage: cloud, SFTP file area or file transfer

A file can be stored on a computer, shared in cloud storage or sent with a link. These are different operations. Before choosing a tool, be clear about which of them must become part of daily work and who needs to take part. The upfront price is only one criterion: storage, access, versions and document recovery matter too.

What a company really needs

Start from the files that already exist, not from a vendor's catalogue. Where are the contracts, technical drawings, spreadsheets and images? Who updates them? Who needs to receive them? A personal folder may be fine for a draft, but not necessarily for an archive that must remain available when an employee changes role.

Storing means keeping and finding files. Collaborating means working on the same documents while controlling changes and versions. Exchanging files with outside parties requires access suited to customers and suppliers. Backing up, on the other hand, is for recovering data after deletions, mistakes or technical problems. One tool can cover several needs, but these functions are not synonyms.

Gather a few concrete cases: a supplier who needs to upload an attachment, a customer who consults a folder, a team editing an Office document. Distinguish internal people from guests and occasional recipients. This map avoids buying licences for people who only need to download a file and helps you understand which permissions are needed.

Cloud storage, NAS, FTP/SFTP areas and file transfer: the differences

The four categories meet different needs. The table does not replace checking a specific product: it shows which questions to ask before choosing.

Cloud storage is not the same as a DMS. If documents must go through approvals, expiry dates or internal obligations, structured document management may be needed. To tell the two apart, read what a Document Management System is. Cloud storage and a DMS can be used together, without relying on a simple folder to control a process.

How to send large files to customers and suppliers

How can I send a 20 GB file? The first thing to check is the single-file limit, not just the plan's total storage. You then need an adequate connection and an upload that can resume after an interruption. The recipient must know how to download the content and whether they need to create an account. Test the whole journey, not just the upload.

For an occasional transfer, a file-sending service may be enough. For recurring exchanges, cloud storage with dedicated folders keeps materials in the same place and lets you update them. A password-protected link limits access to those who know the password; where available, a link expiry can reduce the exposure time. Check these options in the chosen plan rather than assuming they are there.

What to use instead of WeTransfer? In a business setting, consider cloud storage that allows outside parties both to download and to upload. A read-only folder is for delivering materials; an editable folder can receive files from the customer. Check whether the recipient can work without an account and sees only what you intend to share.

IntraDrive allows links with or without a password, read or edit access, and download as a single ZIP or a folder view. The approved single-file limit is 5 TB, with resumable uploads. Do not confuse these features with link expiry: every requirement should be checked with the vendor before it is built into the workflow.

An FTP area for customers: does it still make sense?

FTP and SFTP are protocols, not just names for a shared folder. Basic FTP does not encrypt the connection; SFTP uses an encrypted SSH connection. If management software, a machine or a scheduled process sends files via SFTP, that technical requirement remains important. Browser access does not automatically replace a protocol-based integration.

When, on the other hand, people only log in to upload or download documents, cloud storage with restricted areas can meet the need without an FTP client. For a network of customers, branches or stores, check above all folder separation, access management and versions. The choice depends on actual use, not on the historical name of the file area.

IntraDrive as an evolution of the SFTP area describes this scenario. It does not use the SFTP protocol: it is accessed from the browser and with IntraApp. For automated transfers, the solution needs to be assessed with Thorsoft. The cost comparison of SFTP areas and file transfer services separates prices, credentials, storage and traffic, without treating different services as equivalent.

NAS or cloud?

A NAS can suit a local archive, especially if files are mainly used on site. Its cost, however, is not just that of the device and disks. In the comparison, include who updates the system, replaces components, checks backups and manages access. The time of internal staff is also a resource to consider.

Remote working requires protected, managed access. Recovering data after a problem on site requires an off-site copy, not just another disk in the same place. Ask who carries out the checks and how restores are tested. Knowing that a backup exists is not enough: you need to understand which files it covers and how long recovery takes.

With the cloud, infrastructure management passes to the provider, but the company remains responsible for authorisations and its own rules. Assess connection availability, support, file export and contract terms. The decision can also be mixed: a local archive for certain uses and cloud storage for collaboration and external exchange, with clear roles for both.

Price per user or per storage: how to calculate the real cost

A per-user rate must be multiplied by the number of people to license, respecting any minimums. A per-plan fee, on the other hand, must be compared with the maximum number of users included. Storage may be individual, pooled or assigned to the whole team. These differences mean you cannot just compare the figure next to the price.

Consider an example with 30 users and about 1 TB. IntraDrive costs €29 base fee + €85 for the additional 1 TB pack = €114/month + VAT. Total storage is 1,064 GB, because the base fee includes 64 GB and here 1 TB equals 1,000 GB. Users remain unlimited.

In the IntraDrive configurator you can change storage and users. For each vendor, the listed plans are assessed, excluding those that do not cover the combination. In the data provided, 30 Google Workspace Business Starter users have 900 GB in total: for 1,064 GB, Business Standard is therefore selected. OneDrive storage remains per user and should not be confused with a single team area.

Also check billing: an equivalent monthly cost does not mean monthly payment. Currencies, renewals, extra traffic and upgrades can affect the total. The business cloud storage price comparison lists sources and dates; the comparison of European and Italian cloud storage services sets out other price lists side by side. Always check the current terms on the vendors' websites.

Security and GDPR: data location, certifications, versions and backup

Ask where files are stored and where data is processed. The vendor's headquarters, the storage location and the nodes that distribute content are different pieces of information. For IntraDrive, data is stored on AWS in Milan, Italy, and distributed via CloudFront. Do not assign the role of primary storage to a distribution network.

ISO/IEC 27001, 27017 and 27018 certifications should be checked together with their scope. Ask for documentation, the certified entity and service coverage. They do not replace contractual checks, nor do they automatically make every use compliant. The GDPR also requires processing agreements, purposes, authorisations and retention rules defined by the company.

Check two-factor authentication, encryption at rest and in transit, access revocation and management of leavers' accounts. Versions and the recycle bin help recover everyday mistakes, but ask how long they remain available and who can delete them. A separate copy serves a different purpose from file history and must have explicit recovery terms.

The 3-2-1 backup rule is a general principle: three copies of the data, on two types of media, with one copy off site. It is not a certification, nor an automatic description of any cloud storage. For IntraDrive, the separate copy on S3 Glacier Deep Archive allows recovery on request for 180 days after permanent deletion; restores take a few hours. Plan your procedures in line with these timescales.

Collaboration and document sharing: permissions to check

Start from the principle that each person should only see what is necessary. Check permissions on files and folders, the distinction between viewing and editing, and the ability to assign access to groups. Check inheritance: a change on the top folder can affect the whole branch. Before applying it to a real archive, test the effects with accounts in different roles.

External users deserve a dedicated check. A public link, an invited guest and a collaborator from another company are not necessarily the same type of access. Ask who can create new shares and whether the administrator can block them in certain areas. Even the person who sets up the folder structure does not necessarily need to read the documents that will be uploaded.

IntraDrive has a "drive" permission for organising the folder tree without seeing file names or contents. If you choose ThorIA, the optional module works within the user's permissions. The useful test is not a generic promise: log in with a restricted profile and check which folders are available. For expiry dates and approvals, look instead at IntraThor DMS.

Checklist for choosing business cloud storage

1. Define the uses: storage, collaboration, external exchange and backup.
2. Count the users: internal staff, guests, occasional recipients and automated processes.
3. Measure storage: include versions, recycle bin and expected growth.
4. Check single files: limit, interrupted uploads and downloads.
5. Test permissions: files, folders, groups, inheritance and external users.
6. Check Office: preview, co-editing and licences required.
7. Ask about location: data storage, processing and distribution.
8. Test recovery: versions, recycle bin, separate copy and restore times.
9. Calculate the total: user minimums, storage, traffic, billing and migration.
10. Plan exit and launch: export, training, support and internal responsibilities.

Use the same cases for every demo and note the results. A restricted folder, a large file and a shared document are enough to bring out many differences. Before moving the archive, define ownership, structure and contacts. To find out more about processes, also read the guide to business document management.

F.A.Q. - Frequently asked questions