Cloud Storage - PC/Android Syncing and Security for Dropbox and Google Drive (08/01/2013)

Is this the cloud? Where are my documents?

So we can now save our documents in the cloud! But what does this mean? 

This means our documents are saved remotely (e.g. not on your computer) for retrieval whenever you want.

So....

The Good:

1. The documents do not have to be saved on your computer and so do not take up valuable memory space (you won't need to buy that external hard drive!);
2. If your computer crashes, your documents are safe; and
3. You can access your files wherever there is internet - you no longer have to bring your computer with you.

The Bad:

1. You need internet access (this may be a downside for some!); and
2. You are trusting an anonymous company with your data ('what will they do with it?').

The Ugly:

1. Selecting which of the competing companies to go with - out of the ever growing selection;
2. Syncing your cloud storage with your other devices (again, another number that keeps growing!); and
3. Safely securing your data.

I have tackled all three of these 'uglies' and have survived - and can you! The following is how I tackled these three issues with Dropbox and Google Drive accounts - syncing with a Windows-based Netbook and an Android smartphone (though most of the mentioned services are available on a number of different platforms without any major differences in handling).  

Providers

In the beginning there was one, then two, then others came and soon many more will come..

However, the most popular (and free!) cloud storage services at the moment appear to be:

• Dropbox - free 2GB storage (which can be increased up to 16GB);

• SkyDrive - free 7GB storage;

• Google Drive - free 5GB storage;

• Amazon - free 5GB storage;

• Box - free 5GB storage;

• Yandex.Disk - free 3GB of storage (which can be easily increased to 10GB);

• SugarSync - free 5GB of storage; and

• Minus - free 10GB of storage.

Storage in the days before Clouds...

All of these services offer different things and you should research each one thoroughly before 'taking the plunge'. I recommend you consider the following:

• Amount of free storage space (including any add-ons);

• Cost of buying further storage;

• Availability of apps to sync with your computer and smartphone; and

• Individual file size upload limit (e.g. how big can each file be that you upload?).

I would also recommend these two excellent articles:

• Top 10 largest file sharing websites; and

• Cloud Storage Showdown.

There is also this comparison website.

Syncing 

For Windows:

Dropbox and Google Drive

Easy - just install the applications from the Dropbox and Google Drive websites. Both install folders on your computer that (once you link them) sync with your cloud accounts.

For Android:

Only slightly more challenging because there are more options!

Dropbox

Dropbox app
Similar to the computer application but on your smartphone. Probably the app of choice.

Dropsync app
Creates a Dropbox folder on your smartphone, the contents of which are then sync'd with your cloud storage account. This is a more simplified app (compared to the Dropbox app) and is really only for syncing the files on your smartphone.

DropSpace app
Syncs SD memory card directories to Dropbox. 

When you first load up the app, make sure you select ‘manage sync lists’ and select each folder you wish to sync and then the folder in your Dropbox folder you wish to sync to (don't just sync the entire SD card!). It's one click to open each folder (to find the one you want) and a 'hold down' click to select a folder (e.g. for syncing). 

It might be best to create your own "phonesync" folder in your Dropbox folder before you start so that the various folders on your smartphone that you wish to sync can all be saved in one folder in dropbox (this makes it easier to find them if you need to re-install those files back onto your smartphone at a later date).

I also found myself choosing which folders to sync and then going back through the folder list and selecting ‘Ignore directory when syncing’ for the rest of them (to avoid unnecessary syncing to Dropbox).

Once you are ready, just press ‘Sync Now’ to sync. You can even set up an automatic sync and control how often this will occur. Added benefit - set other important apps on your smartphone to automatically backup to SD and then DropSpace can sync them to Dropbox! 

Again, this is an app that performs a specific task and so is slightly more limited than the Dropbox app but ideal if you want to sync backups from your smartphone to Dropbox.

Won't work with clouds

Google Drive

Google Drive app
Similar to the computer application but on your smartphone. Probably the app of choice.

GDocs app
Creates a folder on your mobile that syncs with your cloud storage (to and from the smartphone - so you can create new documents and save them in your Cloud Drive and also access files already stored on your Cloud Drive - however, with this app, you have to download the files to your smartphone first before you can open them).


Security

This is vital when saving your important documents 'to the cloud'.

You need to consider security from two points:

1. People 'hacking' your online account and viewing your files (or employees of your cloud storage provider having access); and
2. Your computer/smartphone being stolen or hacked.

The second of these is particularly important because there is no point in securing your cloud storage account online if anyone could log into your computer and access your files via the Dropbox or Google Drive folders you have on your computer.

I therefore suggest:

1. To protect your account - enable the '2-step verification' log-in process (where available) and encrypt your documents in your cloud drive; and
2. To protect your computer - software to 'lock' or 'hide' your Dropbox or Google Drive unless an encryted password is entered.

Encryption

BoxCryptor
Places an encrypted folder in your Cloud Drive (one drive provided for free, otherwise you need to pay).

You then save your most important documents into the encrypted folder within your Cloud Drive and those documents will no longer open (either online or on your computer) unless you have BoxCryptor installed and you have entered the necessary password.

Once the password is entered, it is as easy as right clicking the icon, clicking ‘Mount BoxCryptor (Drive:)’ then right clicking the icon again and clicking ‘Open BoxCryptor (Drive:)’ to show the folder. Remember to ‘Unmount’ after you finished and then to exit to get full security.

Ain't nobody getting through here...

BoxCryptor is also available for Android and allows you to encrypt the entire SD drive (again, best to set up a folder on your SD to encrypt and then ensure all data etc that you want encrypted is saved in this folder).

Protection

My Lockbox
The free version 'locks' a chosen folder on your computer, whilst the paid version will cover any number of folders. Once 'locked' the folder (containing your important documents) is hidden on your computer. You need to open up the program and enter the encrypted password to view the folder. Make sure to 'lock and quit' when you finish to re-protect your files.

A last few suggestions:

1. Don’t lose your passwords! Write them down and store them in a home safe, secure email or have the password for one cloud drive saved on another!
2. Don't lose your password! Remember and repeat - the software you are using here is meant to secure your data and it will do this, so if you lose the password then you lose your data!
3. Set up your cloud storage (with syncing and security) before you start saving files as this will avoid the need to spend time later on moving files when you start implementing syncing and security and realise you need to change the structure of your Drives (as I did!); and
4. Think out how you are going to use your Drives and how you are going to sync and protect them in advance (especially if you are using a number of drives but free software that only protects one as this may change how you set things up, where you save certain files and what software is used on what drive).

And now your documents are safe no matter what may come (unless you lose the password....).

This is my blog, my attempt to document one new thing I have learnt everyday. We learn so much and it is easy to overlook just how much we do learn. Any of the products or websites mentioned in my blog are ones I have found useful. I have no link to these websites (unless otherwise stated) and do not receive any benefit from linking to them. I am not an expert in any of the products I mention so you will have to do your own research and reach your own conclusions.