1. Not Organizing Your Photos Properly

The Mistake:

One of the biggest mistakes people make with cloud storage is failing to organize their photos effectively. Over time, your photo collection can grow significantly, and without proper organization, it can become overwhelming to find specific pictures when you need them. Simply dumping thousands of photos into one folder leads to chaos and makes it difficult to browse through your collection.

How to Avoid It:

• Create Folders and Subfolders: Start by creating a folder structure that makes sense for your collection. For example, you can organize photos by year, event, location, or people. Subfolders can add another layer of detail, making navigation easier.
• Use Descriptive File Names: Rename your photos with descriptive titles rather than relying on generic names like “IMG_001.” For example, “Beach_Vacation_2023.jpg” is more meaningful than a random string of numbers.
• Add Tags or Keywords: Many cloud storage services like Google Photos or Apple iCloud allow you to tag photos or add keywords. This feature can be a lifesaver when searching for specific images based on events, locations, or people.

2. Not Backing Up Photos in Multiple Locations

The Mistake:

Relying solely on one cloud storage provider for your photos can be risky. Although cloud storage is generally secure and reliable, there’s always a chance of data loss due to technical issues, hacking, or service failures. If your photos are only stored in one place, you risk losing them forever if something goes wrong.

How to Avoid It:

• Implement the 3-2-1 Backup Rule: Keep at least three copies of your photos, with two stored on different devices or mediums (e.g., an external hard drive or a computer) and one in the cloud. This way, if your cloud provider experiences issues, you’ll still have backups elsewhere.
• Use Multiple Cloud Services: Consider storing photos in more than one cloud storage service. For example, you can back up your photos on Google Photos and also keep a copy on Dropbox or Microsoft OneDrive for added security.
• Set Up Automatic Syncing: Use automatic syncing features to ensure that your photos are always backed up in real-time across different devices and cloud services.

3. Ignoring Photo Quality and Compression Settings

The Mistake:

Some cloud storage services offer free or low-cost storage but at the expense of photo quality. To save space, many platforms automatically compress photos, reducing their resolution and overall quality. While this might not be noticeable for casual viewing, it can be problematic if you ever need to print high-quality versions of your photos.

How to Avoid It:

• Check the Compression Policy: Before uploading photos, check the cloud provider’s default settings regarding compression. For example, Google Photos offers free storage at reduced quality but requires you to pay for full-resolution storage.
• Choose High-Quality Storage Plans: Opt for a paid plan that allows you to store photos in their original resolution without compression. Platforms like iCloud and Dropbox offer this option.
• Monitor Your Upload Settings: When uploading photos, ensure you select “original quality” or “high resolution” if your cloud provider gives you the option. Some services may default to compressing images unless you specify otherwise.

4. Using Weak Passwords or No Two-Factor Authentication (2FA)

The Mistake:

Storing personal photos in the cloud without proper security measures can leave your files vulnerable to hacking and unauthorized access. Many people use weak or easily guessable passwords for their cloud accounts, making them an easy target for cyberattacks. Additionally, some users don’t enable two-factor authentication (2FA), which adds an extra layer of security to their accounts.

How to Avoid It:

• Use Strong, Unique Passwords: Create strong passwords that are hard to guess, ideally using a combination of letters, numbers, and special characters. Avoid using personal information like birthdays or common words.
• Enable Two-Factor Authentication (2FA): Many cloud storage platforms offer 2FA, which requires a second verification step (like a code sent to your phone) when logging in. This makes it much harder for hackers to access your account, even if they have your password.
• Use a Password Manager: A password manager can help you generate and store complex passwords securely, so you don’t have to remember them all.

5. Forgetting to Free Up Space and Manage Your Storage

The Mistake:

Over time, your cloud storage can fill up, especially if you’re uploading high-resolution photos or videos. Many cloud services have limited free storage, and failing to manage your storage can lead to running out of space, making it impossible to upload new photos. Worse, some services may even start deleting older files to make room.

How to Avoid It:

• Regularly Review and Delete Unwanted Photos: Take time every few months to go through your cloud storage and delete duplicates, poor-quality photos, or images you no longer need. This will free up space and make it easier to manage your collection.
• Upgrade Your Storage Plan: If you have a large number of photos, consider upgrading to a paid plan that offers more storage space. Most cloud services offer affordable options for increased capacity.
• Compress Non-Essential Photos: For images that aren’t essential to keep in high resolution, consider compressing them to save space. Many services offer options to compress photos before uploading.

Cloud storage is a fantastic tool for safeguarding your photo collection, but it’s important to avoid common pitfalls that can lead to lost memories or compromised security. By organizing your photos properly, backing them up in multiple locations, ensuring high-quality storage, using strong security measures, and managing your space, you can keep your precious memories safe and accessible for years to come.

Take the time to review your current cloud storage practices and implement these strategies to ensure your photos are secure, organized, and easy to access when you need them.

The post 5 Common Mistakes When Using Cloud Storage for Photos and How to Avoid Them appeared first on Arcaneoffice.

Cloud

Nowadays, almost every axis, major system or provider offers cloud services. You can store all your files on external servers, communicate with them via the Internet, and access them anywhere and everywhere. Of course, if you have the proverbial internet.

Pros of cloud services

Access from anywhere on Earth
The cloud got its name for a reason. From the looks of it, it may seem like your documents and photos come from nowhere. You don’t have to store them on your computer, clogging up your memory. But you can open them anywhere. If you’re working from a laptop with 500GB of internal memory, for example, you can keep all your photos in the cloud. If you need to edit an old photo or select shots for your portfolio, you can do it even while relaxing on the beach. All you need is an internet connection.

Storage space
The cloud is not limited by physical media limits. There is plenty of storage space, so any user is free to choose how much space they need. If the space runs out, the services always offer expansion options.

Also, it is not fundamental how many and what kind of files you plan to store, the cloud provides such an option. So, if you deal with big data and prefer to work remotely, cloud services are very convenient.

Cons of cloud services

Data Security
When you agree to store your data on a third-party service, you automatically accept the terms and conditions, both positive and negative. For example, in the event of a server malfunction, you won’t be able to access your own information. And if there is a hack or leak, all data will be out of your control. This has already happened several times and, despite the fact that the main victims of attacks were known users, no one is protected from leaks.

Dependence on the Internet
Nowadays, you can access the internet from almost anywhere, but there are still places where the connection is not good enough. Data from the cloud is available only when you are connected to the network. So if you’re on vacation in a deep forest or on a wild beach, you won’t be able to get to your files. And network failures are not that uncommon. So when choosing cloud services to store your photos, keep in mind that force majeure can always affect deadlines or opportunities.

Cloud services work on a subscription basis. That is, as long as you need to store files, you’ll have to pay for the service regularly. And if you miss a payment, there are chances of losing not only time but also data.

Even using the cloud, you should always leave backups of your data. Otherwise, there is no guarantee that you will be able to access your photos when the time comes.

Cloud services
There are a few common services that you can use to store your photos. Google drive, Yandex disk, iCloud, Microsoft OneDrive, and others. Most of them are most convenient to use with the ecosystem. Google is most convenient for Android + Windows users, OneDrive and Yandex are also suitable. And iCloud is ideal for Apple users.

External hard drive

An external hard disk drive, is a portable storage device. Depending on the type, HDD or SSD, it is either slightly faster and smaller (SSD) or larger and slower (HDD). Capacity ranges from 1TB and up.

Pros

Data security
The main advantage of your own disk is full control over the files that are stored on it. Their arrangement, the quality of uploaded pictures and other parameters can be customized, according to your own requirements. A hard disk functions on the same principle as a flash drive, you just plug it into the device you are working on and you can make changes directly in the document.

If you are particularly concerned about the security of your photos, you can set a password directly on the folders. Then only those who know the password can access them from any device.

Independent access to files
You don’t need anything extra to work with your hard drive. It is not necessary to have a stable Internet connection, you can edit pictures from anywhere. The main thing is to have the disk itself at hand. Otherwise, you do not depend on anything.

Ability to store any kind of data
Some cloud services limit the type of files you can store. A hard drive is more free in this regard: it can hold graphics, text files, disk images, and just about any kind of data. So you can use it for more than just photos. And reasonable organization of space will allow you to easily navigate through the data.

Free to use
A hard drive requires only a one-time fee when you buy it. The rest of the time, you can use it for free and not worry about your data going missing or someone else getting access to it.

Cons

Limited space
The main disadvantage of a hard drive is its capacity. No matter how big a disk you buy, sooner or later, it will run out of space and you will have to decide what to delete and what to keep. It is impossible to expand the memory capacity on the disk, so you will have to operate solely with what you already have. This is not always convenient, especially for photographers. Often it turns out that one person has several disks with archives of photos and many of them will never be useful.

Physical form
A disk can only be used when the user has it with them. If you forget, lose or break a hard disk, the files stored on it will also be lost. In some cases, with no possibility of recovery. So not only do you have to remember to take the disk at all times, but you also have to make sure you follow the rules for storing and using it.

No access from all devices
Photos uploaded to the cloud can be dropped in from your computer and viewed on your phone. But you can’t do that with a hard drive. They simply can not be connected to a smartphone or tablet, so this type of device seems outdated for modern mobile technology.

So what to choose: an external hard disk or the cloud? Always consider which of the parameters is more important to you. If the main thing is access from anywhere, it is better to choose a hard disk. In terms of convenience, it is still more favorable.

But if you are ready to pay for a cloud service on a regular basis and are not worried about the security of your files, it is much easier to use it.

The post Cloud or hard drive: where to store your photos? appeared first on Arcaneoffice.

If you don’t back up your photos to the cloud and then lose your phone or it breaks, your photos will be lost forever. While it is possible to recover photos from damaged phones or storage devices, it is difficult and expensive. It’s much easier to regularly back up to the cloud to keep your photos safe.

Other benefits of online photo backup are that you can easily view your photos from all devices (phone, computer, tablet, etc.) and share them easily.

Moreover, the use of online storage to back up your photos is that cloud providers are redundant. This simply means that if something happens to your home, your files will remain safe on a remote server somewhere online.

What’s important when choosing cloud storage?

If you’re looking for online storage for your photos, here’s a list of features and factors to consider.

Storage capacity

The vast majority of storage providers charge based on the amount of storage you are given, and only a few offer “unlimited” storage. To choose a package that fits your budget, it’s important to understand how much storage you need.

Photos taken on an iPhone and saved in HEIC format typically take between 1.5 and 3.5 MB, while JPGs from an Android phone are around 3 MB.

Security and privacy

One of the main concerns for people using online storage is the possibility that their photos could be hacked and leaked or ransomed. Although this has happened to some celebrities, this problem is now a thing of the past.

Private encryption for complete privacy

Some providers take it a step further by guaranteeing you “Zero Knowledge” private encryption. Simply put, photos are encrypted before they even leave your device. But more importantly, the key used to encrypt and decrypt the data is known only to you. In practical terms, this means that no one but you can decrypt and therefore view your photos and videos.

A good online storage provider should also be concerned about privacy, giving you peace of mind that your photos will not be viewed or shared with third parties. This is exactly what private encryption offers.

Unfortunately, too few cloud providers offer private encryption, and certainly not GAFAM, who dominate the market, or Dropbox. To ensure your data is completely private, you should look at alternatives such as pCloud.

For more information, check out our guide to cloud storage security.

Ease of use

Finally, the service should be easy to use. An important feature for many people is the ability to automatically synchronize photos so that they are saved as soon as you take them.

The post Why store your photos or videos online? appeared first on Arcaneoffice.