Best Cloud Storage Alternatives for Your HR Office

Cloud Storage Services Comparison Table

Microsoft OneDrive

Designed for personal use by Microsoft, OneDrive may be the ideal cloud storage service if you use Microsoft 365 because it is included in the package. It is so in sync with other programs, such as Office and Excel, that you can set up automatic file saving to OneDrive while you work on a document or spreadsheet.

It can back up your files, as well as your programs and settings. OneDrive allows you to share files with anyone, but you get to decide the access rights. For example, you may enable team members to edit files while allowing employees to read them. If a file is edited and saved to the cloud, all changes are automatically synced across all devices. By the way, OneDrive is not just for Windows users. It supports Mac systems as well as Android and iOS mobile systems.

For extra-sensitive files, OneDrive provides a vault. Here is where you keep the important files that no one has access to. The vault requires extra verifications and identification.

Pros: Seamless integration with Microsoft 365 programs, access via multiple devices, strong data encryption and security, real-time collaboration, and options for extending the storage space

Cons: No E2E encryption (i.e., Microsoft has access to your files); it’s easy to save everything in the cloud, but a bit more confusing to actually save files locally; and it may be more difficult to share files with non-Microsoft users

Specs

Pricing: Free version and paid versions from $1.99/month for more storage space or users.

Dropbox

Dropbox aims to be more than a closet for your files, where you put them and forget about them. It aims to help you keep track of your work, organize documents with ease, look for files using AI, and share files with just one click. You can create a shareable space where your team can work together or share files one at a time as needed, granting the access rights you consider necessary.

Dropbox works on desktop and mobile devices. It also incorporates plenty of basic tools one finds so useful, such as editing, splitting, and merging PDF files, converting between various file formats, and even self-signing a PDF. If you have large files to share, Dropbox has you covered much better than other cloud storage services.

Pros: Easy to use, share, and collaborate, good tool for sharing large files, works well with plenty of other apps and systems, and tools for managing documents

Cons: Small free tier, expensive paid plans, and the mobile version may be less user-friendly than the desktop one

Specs

Pricing: Free version and paid versions from $9.99/month for more storage space or users

pCloud

pCloud may be less known than other cloud storage alternatives, but its 10GB of free storage is enough to raise our interest. pCloud is a Swiss brand with high privacy and security standards at its core. Your files are visible only to you and to anyone you choose to share them with. No pCloud or other third-party organization has access to your data. You can send files, small and large, in a split second, work from a desktop or mobile device, and rely on a performant file management and file versioning system.

You can use pCloud for backups, too: automatically sync mobile and desktop files, use integrated plugins to back up data from Facebook, Instagram, or other platforms, and upload any file, of any size.

Pros: Strong security and encryption, ultra-fast upload and download speeds, unlimited file size, automatic backups, and a very versatile sharing tool

Cons: No built-in collaborative tools, fewer features in the mobile app than in the desktop one, and more difficult syncs than in similar services

Specs

Pricing: Free option and paid versions starting at 49.99EUR/year.

IDrive

IDrive offers multi-computer storage with backup options for computers and servers. You can even use it to back up data from other services, such as Google Workspace and Microsoft Office 365. In addition, IDrive offers remote access to your computer so you can check data or retrieve files on the go, real-time synchronization, collaborative tools via Office, snapshots and versioning, and fast transfer speeds.

IDrive runs on desktop and mobile devices and supports all operating systems. It is even available as an add-on. All data backups are manageable via a dashboard, and the administrator can create multiple accounts and grant different access rights, so that your team can work with you.

Pros: Exquisite backup options for computers and mobile devices, hybrid backups, good versioning tools, support for large transfers, and collaborative tools

Cons: Steeper learning curve than similar cloud storage services, potentially automatic charging, limited support for Linux users, and privacy concerns because it is US-based.

Specs

Pricing: Free version and paid plans from $2.95/year for 1 user

Sync.com (or Sync)

Canadian-based Sync aims to offer a private cloud storage alternative with end-to-end encryption, exceptional sharing options, access from any device, and collaborative tools. The app helps you back up your data, recover files from ransomware, hardware failure, and human error, clear up space, and manage permissions and access rights.

Sync lets you upload and share large files at unlimited data transfer speeds. At the same time, you control access with passwords, expiration dates, and other methods. The app provides logs and notifications to keep you up to date with activity on your shared files. It runs on desktop and mobile devices and in a browser.

Pros: Zero-knowledge encryption, very good security on all features, versioning, GDPR compliance, and an easy-to-use interface

Cons: No built-in collaboration tools, slower transfer speeds than other similar apps, limited integrations, and fewer features in the mobile app than in other versions.

Spec

Pricing: Free plan and paid plans starting at $1/month

Proton Drive

Amongst cloud storage services with free plans, Proton Drive stands out for its end-to-end encryption, built-in online document and spreadsheet editors, email service, and many other features. Based in Switzerland, Proton Drive ensures that no one, not even Proton, can see your files. In addition, Proton Drives is open-source, meaning its code is publicly available and subject to regular audits.

You can use Proton Drive to collaborate in real time with your team and candidates using its built-in online editors. No need for everyone to have the same software, like with other cloud storage alternatives. If you work with photos, you can organize them in albums, and if you need to share sensitive documents, you can do so by protecting them with passwords, expiring links, and many other security features.

Pros: High security, end-to-end encryption, built-in online editors for real-time collaboration, open source apps, and an integrated solution with multiple services (e.g., mail, VPN, calendar, etc.)

Cons: Slower transfer speeds than other similar services, limited previews for some file types, and limited free tier

Specs

Pricing: Free plan and paid plans from 3.99 EUR/month

MEGA

MEGA provides more than a cloud storage alternative. It includes a chat and a meeting service, a VPN, a password manager, and plans with unlimited storage. You can share your documents with people with and without MEGA accounts, which comes in handy when dealing with employees and candidates. Of course, you get to decide their access rights.

MEGA runs on desktop and mobile devices, and synchronization happens in real time. Transfers are fast and secure. Media data benefit from dedicated organizing and browsing tools, so you can preview and share exactly what you want.

Pros: Zero-knowledge, end-to-end encryption, secure sharing system, runs on any platform, large free tier, easy versioning, and easy syncing.

Cons: Data transfer limits, no built-in text editor, and slower transfer speeds than other similar products

Specs

Pricing: Free plan and paid plans starting at around $9.78/month

Google Drive

Google users know for sure that they can use Google Drive as a cloud storage alternative. They also know that Google counts the storage space they use across the Google ecosystem. The space you use for storing emails, photos, and files adds up, leading you towards a paid plan sooner or later. However, Google Drive is a cloud storage service with plenty of features that are worth paying for.

AI-powered tools are some of them. It’s called Gemini and is your AI assistant across Google services. It can summarize documents and emails, give suggestions to optimize space usage, and organize files automatically. Google Drive also has a built-in scanner for storing scanned documents, automatically stores Gmail attachments, and provides access to Google Docs and Google Spreadsheets for collaborative work.

Pros: Large free tier, integration with Google services, AI assistant, user-friendly interface, and productive collaborative tools

Cons: Privacy concerns, no zero-knowledge encryption, reduced sharing security, limits for file sizes and number of uploads, and difficulty in integrating with non-Google apps

Specs

Pricing: Free plan and paid plans from $5.44/user/month

Box (or Box Personal)

Intelligent, secure, and featuring multiple automated workflows, Box is a great contender as a cloud storage alternative. It allows you to store and share files, but also to work collaboratively and use AI to increase your productivity, for instance, to extract content and summaries from documents for a quick look.

Box promises a high level of security, compliance (e.g., GDPR, HIPAA, and FINRA), and privacy. AI-driven security protects your files in real time, AI-driven e-signature workflows, and intelligent content management are just a few of the features that make Box a recommended choice.

Pros: Very strong security, AI-driven apps and workflows, collaboration features, automation tools, large file and content management, and seamless integrations

Cons: A bit more expensive than similar cloud storage services, slow performance for large file transfers, and a complex interface.

Specs

Pricing: A free plan and paid plans from $13.5/user/month for businesses and from $9/month for individuals

Apple iCloud / iCloud Drive

Any Apple device comes with a bit of cloud storage in iCloud, so you may have heard of this cloud storage alternative and already be using it. However, Apple devices use iCloud to store everything, from app settings to user data, and the free tier is not that generous (usually 5GB). Sooner or later, you’ll need an upgrade. iCloud+ provides enhanced privacy features, shared libraries, exquisite previewing apps, and easy access to your files from any of your Apple devices.

Device integration is seamless. You just see iCloud Drive as a folder on your laptop or phone. Automatic backups and regular syncs are in place. However, iCloud Drive is not just for Apple users.  It provides an app for Windows users.

Pros: Seamless integration with the Apple ecosystem, very easy to use, automatic backups, affordable paid versions, and strong encryption

Cons: Limited cross-platform integrations, slow performance for large file transfers, and no robust versioning

Specs

Pricing: Free plan and paid plans starting at $0.99/month

FAQ

What is cloud storage? 

Cloud storage is a cloud computing service in which digital data and files are stored off-site by a third-party provider and can be accessed via an Internet connection.

Users can upload and download files, manage versions of the same document, share files with various access rights, and collaborate on the same documents—most cloud storage solutions feature preview, management, and even editing tools.

Free vs Paid cloud storage. Shall I buy the paid version or use the free version?

You should definitely use free cloud storage whenever you can. Most cloud storage services offer a free tier. However, the free version provides limited storage space, a limited number of users, and sometimes lacks advanced features. Therefore, when your requirements exceed the free-tier features, it’s time to move to paid cloud storage.

How do I choose the best cloud storage service?

There are a few things to consider when seeking a cloud storage alternative. You can check out all or some of the following features:

• Storage capacity for the free tier or the paid plan of your choice
• Options and costs for expanding storage capacity (i.e., scalability)
• Encryption settings and security
• Data security compliance
• Upload and download speeds
• Supported systems and number of devices
• Large file transfer options
• Content management tools, such as organizing and searching tools, file recovery options, previewing, and editing
• Customer support efficiency and availability
• Additional costs (e.g., per-feature pricing, integration fees, etc.)