Review: we are slowly coming into the age of cloud computing, this is a review of one of the tools that really take advantage of this.
Since the development of the USB memory stick people can now take all their data with them and work on any computer that they want. But now there is a new option that I have spent the last couple of options that may challenge the way that people store data that we work on a day-to-day basis. It is a piece of software and it is called Drop box.
So what is it?
Drop Box is a third party application that can be downloaded from the Internet and works on both Macs and PC’s. In order for it to work it requires that you sign up for an account, the company do not send and intrusive emails or sell your information to anybody else. Once this is completed the application that creates a folder structure within in your documents folder. This folder looks just the same as any other but once you add a file to this folder the software synchronises this file with an online store and every other computer you have with this software installed on it. The only real difference between Dropbox files and folders and ‘normal’ ones is a small logo in the bottom left hand side that shows that the file has synced with the Cloud.
That may sound quite complicated but to put it in real terms if I created a document at the office and wanted to edit it at home all I would do put it into my drop box folder. When I arrive home and turn on my machine the drop box folder updates with the new file allowing me to work with it exactly where I left off at the office
The benefits that I find in using this software is it convenience. I no longer have to save it to a memory stick or email it to myself. I also no longer have any issues with multiple copies, as I know the version in Dropbox is the most up to date. Secondly because the software has seamlessly integrated itself into my documents folder I can interact will the files in the same way I would normal files. This save you having to upload this file to Google docks or email it to yourself. Another good point about this software is that because it downloads a copy to the local hard drive it allows the document to be edited whilst not connected to the Internet and when a connection is re-established the document is updated to ‘the Cloud.’
Figure : this figure show the integration of dropbox into windows, which is accessible from my documents or task bar.
Figure : Dropbox integrates in Mac OSX similar to windows. It also adds links to the top tool bar and quick launch menu on the left
Dropbox vs. Flash Drive
Comparing this to a memory stick there are some benefits and some drawbacks. This software is really designed for users who work on multiple computers that always remain the same ie home computer and work computer. The software does allow you to access the files from anywhere through a web browser but then you are downloading a file editing it and re-uploading it, which is identical to Google docks or Hotmail Live and they give 25gb for free rather than 2gb that Dropbox offers. Other draw back includes log synchronisation times for large files. For office documents the software appears to be seamless but large video of music files take a lot longer to transfer. The significant benefit is that you don’t need to remember to copy the files to you memory stick every evening and remember to take it with you this information is available wherever you go. Because this information exists on every computer that you have the software installed and stored online this provides an almost bullet proof backing up system that also included a 30 day accidental deletion restore option.
The one way that Dropbox trumps the memory stick is the seamless integration within the folder structure of the documents on the computer. There is no need to copy them to the memory stick and there is no need to eject it once it is done. This effectively eliminates versioning problems, as all of the copies of the files are the most current.
Conclusion
For ease of access and working on different machines I find Dropbox much easier to work with and I have the piece of mind that it is secure and backed up automatically. It only becomes more difficult to use when I have to work on a public machine with my account not installed on then I have to access the Web version which is not as user friendly and a flash memory stick would be easier.
Recommendations
I would highly recommend this product for users who work on a number of different machines, I personally have three one desktop at work one desktop at home and a laptop. I don’t need to remember my memory stick as it follows me around. For people who access a lot of public machines where it would not be possible or sensible to install the software on to machines it is more convenient to use a memory stick. Assessing this service via the web only there are products that provide more space for free as mentioned above
For what is worth I would only recommend the free version as if you keep a good file management system there should be no point where you are working on more than 2gb of files at one time. Increasing the size has a significant rise in cost, $10/month for 50bg or $20/month for 100gb. I have had the software for 4 months now and have taken only 1gb of space as I understand it is limited space so I organise my data so tat them most important documentation is stored on Dropbox. As a free product I find it very easy to work with there are no additional sign-on’s once the software has been installed and gives me more freedom to work when I want to and where I want to.
