Yadle launches File Intelligence
and AI to Improve How We Work

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Cloud storage solutions make life so much easier for many companies, allowing them to safely store large amounts of data online, without having to invest thousands of dollars in setting up storage and backup servers and hiring IT staff to manage them. What’s more, the cloud comes with a lower price per GB compared to traditional storage solutions, as well as with a greater accessibility, being available on a wide range of devices, including phones and tablets. However, like all technologies, the cloud is not without its limitations, and these become obvious when we consider the search and retrieval process of cloud-stored data.

Companies, unlike personal users, store more files and often have to perform more comprehensive backups of project files, communications, and a wide variety of other documents, audio, video, and image files which in time can come to occupy terrabytes of storage space. The powerful scalability of the cloud can easily accommodate even the greatest storage space requirements, but what the cloud does not provide is a unified search and indexing architecture that empowers users to quickly and easily find the right file in all that data. Nor does it provide a simple way to identify and delete duplicates to keep files more organized.

The Shortcomings of Using a Centralized Cloud Storage Approach
Studies show that 44% of the time, workers can’t find the information they need to do their jobs. This results in a lower workplace productivity, which in turn has a negative impact on the company bottom line. Centralizing company files in the cloud definitely helps alleviate this problem. However, it is not the complete answer to easy file retrieval and accessibility. Let’s look more deeply at the most frequent issues companies that have embraced the cloud are facing.

  • Users have to search one file at a time

This time-consuming and often stressful issue is inevitable when files are “misplaced” in the cloud. “Have I uploaded it to Dropbox? Or have I sent it to Google Drive? I’m sure I copied it to my cloud folder on some device, but I’m just not sure where!” The problem becomes even more serious when you consider that today many applications and cloud-based services, including Microsoft Office or Evernote, come with their own clouds for file storage. Usually, the file in question is eventually found, but the time spend searching for it could have been spent instead on more productive tasks.

  • Files become inaccessible outside the device they were created on because they have not been actually uploaded to the cloud

On many workplace computers, cloud storage is enabled through a cloud syncing folder. Sometimes employees turn off their computers or disable Wi-Fi before all the files have been uploaded online. Issues such as Internet connectivity problems, power outages, or hardware failure can also intervene.

  • Multiple file versions make the search for the right file confusing

n the cloud, files can appear in different folders within the same cloud storage service, as well as across different storage services. If you can’t remember which version you’ve uploaded and where, you run the risk of downloading from the cloud a file that is not the most recent version. You’d then have to search for that file in every other cloud storage account you have and compare the date and time when it was last modified.

  • No unified tagging or classification system

The best that employees can do is store files in a clear folder structure and name files accordingly. Even so, locating files across different cloud storage services can be a challenge due to the lack of universally supported file tags. What’s more, in a company, important information and details about files can reside in emails or other related files, rather than in the files themselves. This information will almost surely get lost while files travel between computers and servers unless it is possible to manually add comments, images, or links to files.

  • Very limited file and video preview for files stored in the cloud

While some cloud storage systems may show file or video thumbnails, these are seldom sufficient to get a clear sense about what a particular file is about. The lack of a preview function, especially when it comes to videos, can slow down the search for the right file considerably, especially when you need to compare two versions of a file, or have forgotten the title of the original.

  • Files do not include the specific usage rights they need

For companies with an online presence, usage rights for images, videos, reports, and other files that are likely to end up on their blog or website are always an important consideration. The problem is that usage rights for files downloaded from the web can be easily lost in the cloud, unless these are added to the files themselves, through a comment.

  • Issues with copies and duplicates

When files are constantly being moved between workplace devices and the cloud, it can be difficult to ensure that at least one copy of all essential files is backed up online. On the other hand, some companies face the opposite problem: too many copies are created, resulting in unnecessary duplicates that take up storage space and drive storage costs. If file storage in the cloud can be automated based on clear rules, these problems could be effectively sold.

Yadle, Or How to Solve the Cloud’s Limitations
File search, access, and retrieval issues with files stored in the cloud don’t have to decrease your productivity, generate stress in the workplace, or waste precious time that could otherwise be spent on more valuable activities. Today, companies big and small have an easy workaround to all the cloud’s limitations: Yadle. 

Yadle is an intuitive app that provides unified search and access functionality for all your important files. It collects metadata from the files stored in the cloud folder you sync to the cloud as well as from all your devices and allows you to search all of them in one app, providing results in less than a second. More than finding and accessing files, Yadle allows you to preview your photos and videos, add tags, notes, usage rights or rules to files through comments, and easily identify different versions of the same file. 

Yadle comes with smart file management features such as bulk actions, file duplicates, and smart storage through storage rules, allowing for an optimal use of your company’s online storage space. For companies who have to manage a large number of files in the cloud on a regular basis, these batch file features are the perfect solution for keeping files organized and within immediate reach, without having to painstakingly organize files by hand. And because Yadle comes with its own file network and file sharing controls, you can control file access tightly, to ensure the right files are being accessed by the right people. 

Compatible with computers as well as mobile devices, Yadle works across operating systems to provide maximum portability and functionality. It is the perfect complement to cloud services, providing the unified file search and access architecture that companies storing files on multiple devices need in order to handle files more effectively on a day to day basis. Yadle works well with all file types and cloud services and is perfectly safe, indexing files without having to move or copy them to a different location. Yadle is free below 1TB of Data Indexed.

The Bottom Line
Cloud storage has become an indispensable technology for many companies, but it is not without its limitations. While the cloud can safely store all your files online, it does not guarantee fast access to all of them, nor does it eliminate the eternal problems of file duplication or confusing file versions. Seemingly minor but important features such as quick tagging and commenting or media file previews in one app are also largely unavailable in the cloud as we know it today.

But although the cloud is not perfect and will probably never be, it is here to stay. It is too useful and valuable for companies not to embrace it. Companies that sync their files to the cloud on a regular basis no longer have to live with its limitations, but can overcome them with Yadle, the perfect complement to any cloud service and the ideal assistant to companies that store important files in the cloud.

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