Storage refers to where data is stored on your device. Storage is something that is used casually, but if you don’t use it with consideration to capacity etc., it can reduce the performance of your device.
In this article, we will explain the overview and types of storage, the problems that occur when there is insufficient capacity, and how to increase capacity.
What is storage?
If you use a PC on a regular basis, you may have heard of the term storage. However, some people may feel that they know the words but find it difficult to explain. First, I will explain the meaning and overview of storage.
Where we store your data
Storage is a place where data is stored on a device, and is also called a “storage device” or “storage area.” In English, it is written as “storage,” and in Japanese it means “storage” or “warehouse.”
Specifically, these include the HDD (Hard Disk Drive) and SSD (Solid State Drive) built into a PC, USB memory, microSD card, and external HDD. Some are built into the device, while others are removable.
Storing images and videos,
downloading
apps, etc. uses storage capacity, but in most cases, the storage capacity is determined. Many things you operate on your device are closely related to storage, so if you don’t have enough free space, various problems may occur. You need to be careful when managing your storage, as the device may become extremely slow or forcefully terminated, making it unusable.
Difference with memory
“Memory” is a word that is often confused, but storage and memory are different things.
Memory is a part for storing data, and in a device, it refers to the main memory for work. It has the ability to temporarily store data and programs when performing tasks such as browsing the Internet or editing documents, and is indispensable when using devices. The more memory you have, the faster your device will run and the more tasks you can perform at once.
In this way, the two are the same in terms of “storing data,” but storage is a place to permanently store data such as images and documents that you have created, whereas memory is a place on the device. A work area is a place to temporarily store data.
Storage type
There are multiple types of storage. Here we will explain the following three types.
internal storage
Internal storage refers to the data storage space that is built into your device. Typical examples include the HDD (Hard Disk Drive), which has a large capacity and is easy to use, and the SSD (Solid State Drive), which can read and write data at high speed.
If you want to increase internal storage, you need to manipulate the internals of your device, which requires specialized knowledge. When purchasing a device, we recommend checking the required internal storage capacity in advance.
external storage
External storage is a storage device that can store data by connecting it to a device. There are small and portable USB memories and SD cards, as well as external HDDs and SSDs for backup purposes. Since many of them are easy to use, I think many people use them for business on a daily basis.
External storage is often used to supplement internal storage capacity, but because it’s easy to carry, it’s also often used to share and migrate data between multiple devices. It is also used when backing up data.
online storage
Online storage is a service that allows you to store data on a server over the Internet. The feature is that there is no need to prepare equipment to store data, and it can be used only on the device. Typical examples include Google Drive and Dropbox.
Online storage is generally available for free or for a fee, and once you have
an account
and store your data, you can access it from any device. Since data is stored on a server via the Internet, the data itself will not be lost even if the device malfunctions. Additionally, data can be shared and collaboratively edited between multiple users, making it highly convenient to use within a company, department, or project team.
Problems that occur when there is insufficient capacity
Storage is very convenient, but if it runs out of space, it can cause various problems. From here, we will explain the problems that occur when there is insufficient capacity.
Unable to save data
Storage has a fixed amount of data that can be stored, so if that capacity is used up, the data will no longer be able to be saved. When using a smartphone etc., a message saying “There is no free space” may be displayed, but if this happens, subsequent images, videos, etc. will not be saved.
There are also cases where you may be able to save the data, but you may not be able to back it up. Furthermore, even if you have not exceeded the capacity, if you continue to use it near the upper limit, problems may occur with your device or operation.
Device becomes sluggish
If you use your device when its storage capacity is full or close to its maximum capacity, it may become slow.
When you use the Internet or use apps in your browser, something called
cache
is temporarily accumulated. Cache is a function that temporarily stores content and information obtained via the Internet on your device.
With caching, for example, when you view the same web page later, your browser will display the content of that web page more quickly because it refers to the data stored on your device rather than the data on the Internet. However, if the cache continues to accumulate without sufficient storage space, the device may become slow or freeze.
Repeatedly force quitting and restarting
If the storage capacity is insufficient or the cache accumulates excessively for a long time, the device may repeatedly force shut down or restart. If the cache builds up too much, the device may be forced to shut down or reboot as it tries to process it.
The cache puts a huge load on the cache, and if you continue to use it without resolving it, it may lead to device failure in the worst case, so please be careful.
I can’t download new apps etc.
If you don’t have enough storage space, you won’t be able to install new apps on your device. Apps are basically downloaded to your PC or smartphone before you use them, so if you don’t have enough storage space on that device, you won’t be able to download them.
Additionally, if an app that is already on your device is updated, you may not be able to update it or add new features. Some apps cannot be used unless they are updated to the latest version, so in the worst case scenario, you may not be able to use the app itself due to not being able to update it.
Unable to share data etc.
Even online storage systems that allow data sharing and collaborative editing among multiple users can become slow or become unable to save new data due to insufficient capacity. Online storage is often introduced for the purpose of improving business efficiency, so if this happens, it becomes a nearly meaningless tool. If you neglect managing your online storage, you may unexpectedly find yourself unable to use it because it is full, so be careful.
5 ways to increase storage capacity
If storage capacity is insufficient, performance will drop, so consideration and countermeasures must be taken on a regular basis to prevent this from happening. Here are five ways to increase capacity.
Delete unnecessary data and apps
If your storage space is running low, we recommend first deleting unnecessary data and apps you don’t use. The space left after deletion is freed up and can be used to save other data.
We tend to store data and apps on our PCs and smartphones that are of little use. Before you know it, you may find yourself using up space on things that are of little importance. You can free up space by regularly checking your data, files, and apps and deleting unnecessary items to keep only the important ones. In particular, content such as videos can take up a lot of space, so be sure to delete unnecessary content.
Delete cache
As mentioned above, when you use the Internet or use apps on your browser, something called cache is temporarily accumulated. Cache refers to data stored on the device rather than data on the Internet, making it possible to display web pages quickly, but if it accumulates too much, it can overwhelm the storage capacity and cause the device to become It may become sluggish or freeze.
Therefore, if your storage capacity is running low, try deleting the cache once. Deleting the cache will not cause problems such as the browser or app becoming unusable or important data disappearing, so we recommend that you delete it frequently. The deletion method differs depending on the device you are using, so be sure to check the method before proceeding.
move data
If you need a lot of data, it may be a good idea to move it to another device or storage. If you store data only in the internal storage of your device, the data will gradually increase and take over space. In particular, videos and music have a large capacity, so storage space is often overwhelmed without you even realizing it. It is a good idea to delete unnecessary data, and if you still need a lot of data, move it to another PC, smartphone, tablet, etc.
We also recommend using external storage such as an SD card, USB memory, or external HDD. External storage allows you to secure a lot of space, so you can quickly free up space on your device. If you check and move data frequently, you will be able to use it with plenty of space.
Use online storage
We also recommend using online storage when moving data. Online storage does not require any equipment to store data and can be easily used with just your device.
SD cards and USB memory are very useful, but if they are lost or damaged, you may lose your data as well. With online storage, as long as you get an account and store your data, your data will not be lost even if your device breaks down. You can also take backups of your data and the entire system, so be sure to make effective use of online storage as well as external storage.
Purchase storage
Depending on your device, you can purchase additional storage to free up space. For example, on iPhones, you can use a
cloud
function called iCloud up to 5GB for free, but you can increase the capacity even further by paying a monthly fee (as of November 2023).
There are many services that allow you to purchase additional storage as an option, and if you can increase the capacity, you can consolidate a lot of data in one place. If you feel that managing multiple storage devices is a hassle, you may want to consider purchasing additional storage.
Benefits of using online storage
While there are various ways to save data, online storage is the most recommended. There are five main benefits of online storage:
Can be used regardless of location or device
With online storage, you can view and edit data at any time from any location or device as long as you have an Internet connection. You can access it directly from your PC or smartphone, eliminating the need to carry paper materials or USB flash drives. You can check data and edit files even when you are away from home, which will help improve your work efficiency.
Particularly in recent years, the digitalization of business has progressed. If you are not able to adapt to digitalization, you may cause your clients to waste time and reduce their satisfaction. Let’s make good use of online storage and digitalize our business.
Not affected by device specs
If you are using only internal storage, you may experience problems such as the device becoming slow or having to force shut down or restart when it approaches its capacity limit. However, online storage does not store data on the device, so it is not affected by the specifications of the device you are using, and it does not affect usability. You will be able to use your device without stress while working.
Also, since many online storages have large capacities, it is unlikely that you will run out of storage. If you use it in conjunction with internal storage and external storage, you will be able to work comfortably.
Allows you to back up data on your device
When backing up data on internal storage or external storage, there is a risk that you will not be able to check the saved data if it is lost or damaged.
With online storage, your data is stored on a server, so your data will not be lost even if your device breaks down. Online storage is also ideal for backing up data, as you can check your data again by logging into the account you created from another device.
Easily share data with others
With online storage, you can check and edit data at any time from any location or device as long as you have an Internet connection, so you can access the same data from multiple devices at the same time. Data sharing can be done easily, making it an extremely useful tool within companies, departments, and project teams.
Recently, tools have appeared that allow users to collaborate on editing data and files at the same time while exchanging opinions through chat and other means. You can communicate with a variety of people and receive advice in real time, so you can work together while deepening your collaboration. By making full use of these tools, companies and businesspeople will be able to make better use of their time.
Can be introduced at low cost
Generally, online storage is available for free or for a fee. There are various price plans, but basically they are not very expensive.
There are many companies that want to make their operations more efficient, but say they can’t do anything because of the cost. However, online storage does not require server maintenance, so there is no need to invest in equipment. In other words, you can start using it with a small initial investment. You need to be selective about which storage to use, but if you understand your company’s current situation and issues and choose the most suitable one, you can expect high cost performance.
Able to respond to diversification of work styles
Work styles are diversifying, and many companies are promoting telework and remote work. Online storage can accommodate this diversification of work styles.
Some companies may not be able to fully adapt to telework or remote work, and there may still be issues such as some tasks requiring paper documents, or sharing digital data taking time and effort. When faced with such issues, employees end up having to come to the office, so they are unable to transition to telework or remote work.
However, if you save your digitized documents in online storage, you can check the documents from anywhere, hold online meetings while sharing the documents, and work smoothly even remotely. It is.
How to choose online storage
Even if you are considering introducing online storage, many people may be having trouble deciding which one to choose. The choice is different for each person, but here I will explain two points that I think are particularly important.
data capacity
First, check whether the online storage you are considering has sufficient capacity. The storage capacity varies depending on the service. Check in advance the data you use frequently and the size of the data you want to save.
At the same time, it is a good idea to check the maximum size per file specified by the service. If the maximum size is too small, there will be inconveniences such as having to adjust the size when uploading or downloading data, or it will take time to send. To reduce this inconvenience, we recommend checking the maximum size per file in advance.
security
Also be sure to check the security features implemented in your online storage. Selecting a service that has strong security measures such as two-step authentication and encryption during data transfer is a very important point from the perspective of keeping data safe and preventing information leaks.
Recently, information leaks from companies and other service providers have become a serious problem. If such an accident occurs, your reputation will be damaged not only by your customers but also by society as a whole. To avoid accidents, when choosing an online storage, check in advance what functions are implemented and choose a service that has strong security measures.
summary
In this article, we have explained the overview and types of storage, the problems that occur when there is insufficient capacity, and how to increase storage capacity.
Storage, which can permanently store data on devices, can improve work efficiency by making good use of it. However, the capacity of internal storage built into PCs and smartphones is limited, so it is important to make full use of it in conjunction with external storage and online storage.
Learn about the various storage types and characteristics to make more convenient use of your PC or smartphone.