2.0 Literature Review:

2.1 Cloud Storage 

Cloud storage systems store digital information on remote servers, managed and secured by a third-party provider. With this method, offsite data backup is available, which helps in data recovery (Amazon, 2022). Provides access to a variety of free services such as Google Drive, Dropbox, and Box. In addition, advanced subscription packages offer larger storage capacity and additional features, suitable for personal and business needs.

Uses of Cloud Storage

According to this data, modern technology is suitable for organisations of various sizes and types that rely on the cloud for data backup, disaster recovery, email services, virtual desktops, software development, big data analytics, and customer-facing web applications. It allows organisations to store, access, and manage data without their own data centre, and it shifts from capital expenditure to operational expenditure. iCloud offers 5GB of storage for free, while additional storage and enhanced privacy features are available with an iCloud+ subscription. Cloud storage is an advanced model that allows data and files to be stored over the Internet on the cloud computing provider’s servers, accessible over the public Internet or private networks. A

Advantages:

Cloud storage scalability is an important feature, enabling users to adjust storage capacity according to their needs and reducing the need to purchase additional physical hardware. Cost-effectiveness is an important advantage, as it reduces expensive physical storage solutions and maintenance costs. Cloud storage provides increased flexibility, reliability, and performance, which helps reduce IT costs and accelerate innovation (Oracle, 2022). Faster market penetration and incorporation of AI and machine learning techniques are possible. Cloud storage works more efficiently than local storage, lowers total storage costs, and offers convenient service pricing. Cost management becomes more predictable and efficient by shifting storage from capital costs to operational costs. Cloud storage is a powerful technology that offers several significant benefits, the chief of which is accessibility. It is a facility that allows users to access data from anywhere, through an Internet connection, thereby making information sharing and collaboration much easier.

Disadvantages:

Despite all the advantages, cloud storage is associated with security risks, as the dependence on Internet connectivity emerges as a critical issue, since access depends on a stable connection, which can create problems in case of weak network infrastructure and data stored online is vulnerable to cyber-attacks and security breaches. Ongoing costs are also a significant challenge, as although subscription fees are often reasonable, they can accumulate and affect overall cost-effectiveness (redswitches, 2023). Cloud storage offers limited control and flexibility, as the cloud infrastructure is completely managed by the service provider, thereby giving minimal control to the customer. The need for a reliable Internet connection and poor performance on low-speed connections can cause problems with cloud storage. Web-based applications, large documents, and images require significant bandwidth. Businesses may face security and privacy concerns, data breaches, unauthorised access, downtime, limited customisation, vendor dependency, heavy costs, and compliance issues due to these difficulties.

Suitability and Applications:

Cloud storage is very suitable for individual and business use, as it provides extensive support for file sharing, collaboration, backup, and data recovery. Storing data in the cloud is more efficient and scalable than physical devices such as hard drives, which reduces dependence on local storage systems and remote storage. Provides access and file-sharing facilities. The cloud suitability assessment process is used to determine which tasks are suitable for migration and which require alternative strategies, based on which tasks are prioritised for migration and which are kept locally. The cloud provides unparalleled scalability, allowing processes to smoothly adjust to changing business activity demands, thereby increasing resource efficiency and cost-effectiveness (Google, 2023). By shifting capital costs to operational costs, cloud storage frees organisations from owning and managing their own data centres, providing flexibility to expand or reduce data footprints as needed. Also, in business, it is used to manage documents, customer data, and project files, while personally, users use it for photo storage, document access, and syncing between different devices.

2.2 Cloud Computing:

In this technology, instead of maintaining physical hardware and software, resources are rented from cloud service providers. Cloud computing is a service that provides computing services such as servers, storage, databases, networking, software, and analytics over the Internet, known as the ‘cloud’.

Uses of Cloud Computing:

Cloud computing technology supports a wide variety of applications, such as web-based email services, social media platforms, enterprise applications, and complex data analytics. One of its most important use areas is software development environments, where DevOps team members can quickly and efficiently create expansion, testing, and production environments, taking advantage of automated physical and virtual machine provisioning as needed. This knowledge, widely used in a variety of fields such as education, health care, financial services, and retail, provides hosted services such as data storage, servers, databases, networking, and software over the Internet.

Advantages:

Improved accessibility of cloud calculation is an added benefit, as applications and data are accessible from anywhere with an Internet connection, which aids remote work and suppleness. Cloud providers manage and update infrastructure, reducing the burden on internal IT teams and keeping systems always updated. However, challenges such as hardware and software limitations, connectivity issues, and potential downtime exist. Despite these challenges, cloud computing helps reduce stress on flexibility and capacity plan through rapid resource provisioning and self-service and on-demand models. Cloud computing offers significant cost efficiencies, as it reduces the need for large-scale upfront investments in hardware and software; Users pay according to the amount of their usage, which is usually on a subscription basis. This technology provides scalability, which makes it possible to coordinate resources based on demand, which is beneficial for managing variable workloads.

Disadvantages:

Security vulnerabilities are exposed by unsecured interfaces and APIs, leading to system vulnerabilities and unsafe practical situations. In addition, denial of service attacks and technical vulnerabilities greatly threaten data integrity and access, especially in shared environments. Various security risks exist within cloud storage systems, such as data loss or theft, data leakage, and account or service hijacking (NI business info, 2016). Security challenges include intimidation, data loss, service disruptions, malicious attacks, and multitenancy issues. In particular, data loss, known as data leak, increases the risk of data theft by malicious actors due to unauthorised access, and provider service outages or downtime can disrupt access to critical applications and data, affecting business operations. Storing data offsite in the cloud creates significant security and privacy concerns, as responsibility for data protection rests with the cloud provider. Major concerns in this area include data privacy, security, availability, location, and secure transmission.

Suitability:

Determining the utility of the cloud requires deep foresight, as not all activities are suitable for cloud platforms. Cloud computing facilitates data backup, disaster salvage, and business continuity, as it simplifies and makes these processes cost-effective by replicating data to multiple redundant locations in the cloud provider’s network. Cloud computing is very useful for businesses that require flexibility, cost efficiency, and significance (CIO Talk Network, 2013). It requires easy access to a variety of resources without capital investment, making it ideal for startups, growth organisations, and organisations with variable workloads.

Applications:

Cloud computing ensures easy access to files, images, audio, and video through online data storage of cloud computing. It facilitates backup, recovery, big data analysis, and software testing and development. Besides, infrastructure-as-a-service, and platform-as-a-service, also provide support for communication, and social networking services, which work in line with various operational needs (Digital Cloud Training, 2020). Widely used applications of cloud computing include email services such as Gmail, file storage services such as Dropbox, initiative solutions such as Salesforce, and data analytics platforms. It provides support for development environments and collaborative tools, which help increase performance and innovation.

2.3 Collaboration tools:

Collaboration tools, known as online or virtual collaboration software, facilitate communication and teamwork among remote teams. These tools provide the ability to effectively perform document and resource sharing, project management and web conferencing. For example, platforms like Trello, Slack, and Asana help create a well-organized workflow for students, teachers, and teaching assistants, sharing resources for different tasks and coordinating smooth activities.

Examples of collaboration tools:

A variety of tools are used for collaboration, which support team activities in various ways. Tools used for instant messaging, such as Slack, facilitate real-time communication through channels and direct messages; Video conferencing tools such as Microsoft Teams, on the other hand, offer video calling, file sharing, and integration with Microsoft 365. Organises tasks using project management tools such as Trello, boards, lists, and cards; And cloud storage services like Google Drive ensure real-time document collaboration (trafficthinktank, 2024). In addition, shared calendars and online whiteboards improve collaboration by increasing coordination, and enterprise social networks (ESNs) support broader collaboration. Essential to project management, Gantt charts help track schedules and budgets, ensuring projects are completed on time.

Importance:

The importance of collaboration tools has greatly increased in today’s global work environment, as these tools transcend geographical distances and help increase productivity. They provide a central platform, facilitate communication track project progress, and improve team cohesion by reducing email overload. These tools include technical examples like Slack and Microsoft Teams, as well as non-technical methods such as whiteboards and post-it notes, which help team members solve problems (LumApps, 2020). They provide opportunities for managers and employees to assign work, monitor progress and report results, thereby increasing workflow and communication quality. By bringing together the knowledge and perspectives of a large number of stakeholders, these tools facilitate the achievement of common goals and improve the overall quality of collaboration.

‌Advantages:

Today’s work environment is very dynamic and effective communication is of utmost importance to the success of the team. In the context of this change, online collaboration tools have emerged that have enhanced various aspects of communication, such as through real-time chat, video conferencing, and project management platforms. These technologies improve the workflow of virtual teams and streamline the processes of coordination, file sharing and time tracking, thereby increasing productivity and efficiency (Clariti, 2023). Remote work, which includes working outside of the traditional office space, such as from home, in co-working spaces, or while travelling facilitated by these tools and creates opportunities for global collaboration. These platforms make teamwork more effective and dynamic through improved real-time interaction and task management.

Disadvantages:

Although collaboration tools offer several important benefits, there are also some significant challenges associated with their use. One employee’s missed deadline or incomplete work can have a negative impact on the entire team’s performance, which in turn can lead to frustration and distrust within the team. The prevalence of excess information sometimes leads to information overload, which can hamper the decision-making process and create tension in the workplace. Moreover, there is no shortage of security risks, such as potential data breaches, misuse of information and the possibility of disruption of workflows due to technical errors. Unsolicited disclosure of information or failure to take appropriate precautions may constitute a breach of privacy. Additionally, 65% of employees are likely to click on unfamiliar links and 20% of employees ignore cybersecurity reviews, making proper management and training of utmost importance.

2.4 Privacy and Security:

Privacy provides control over personal information and regularisation of its use, while security ensures protection against unauthorised access and cyber threats. In the digital environment, privacy dictates the need to comply with regulations such as GDPR and HIPAA on data collection and storage, while security ensures security at every stage of the data lifecycle, particularly against breaches and corruption. Together, privacy and security establish the foundation of confidentiality and trust.

Importance of privacy and security for businesses

Privacy and security are of immense importance in business, as they play a very important role in building and maintaining customer trust, which in turn leads to customer loyalty, positive reviews, and ultimately increased revenue. Following privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) is essential (Kanerika, 2024). These laws give individuals more control over their personal information and compel businesses to maintain transparency about data collection, use, and sharing. Violation of regulations can result in significant legal penalties, huge financial losses, and damage to the organization’s reputation. Furthermore, a lack of proper privacy practices can lead to security breaches and reduced productivity, which can seriously undermine a company’s efforts to meet customer expectations and maintain strong relationships.