Cloud Database Thingy

[glasshouse]

I need to set up some form of cloud system for use at work with different people having access to the documents within the project. There will also be outside contractors needing access. I don't even know what to google! Any ideas/help gratefully received.

How many people are we talking about? Will these contractors need access at the same time?

Will they need read only access or will they need to update the document too?

There will be about 8-9 other people needing access and will need to amend certain documents as well. Probably wont need it at the same time. I think it is more of a 'keeping everything together in one place' type of thing.

Thanks for your help.

Have a look at google docs

Dropbox.
You can have shared folders, and also private ones on there. I store everything in it.

www.dropbox.com/

The problem with Dropbox is that it will mean your contractors need to install the client as well. They could use the web links to read the file but they won't be able to edit it. You also rely on them creating Dropbox accounts.

Plus it's not very good when more than one person is editing at the same time. So let's say Contractor A opens up the document and is making changes. Then contractor B does too. When they both save, Dropbox will create two copies. The original and a "Conflicted Copy". Then someone has to go and manually figure out what changes to keep.

I would suggest using Google Docs if it's a Word/Excel type document. It's all online then and multiple people can edit at the same time with no problems.

Well, I've tried Dropbox and it seems good, however there are certain files which need to be on the 'system' which are confidential to some people and therefore not accessible to others. I cannot see any way of doing this on Dropbox. Any other ideas? This is driving me mad!

If this is for a business you might be better going for a corporate solution like Sharepoint or Kahootz or similar. Or indeed Google Drive/Docs in the corporate edition, where you've got more security etc.

However, with Dropbox what you could do is have two shared folders, one for all and one for limited people. With Google Drive/Docs (which is what I would use, esp for collaborative document editing) you can either share each file differently or again, have two folders, one for all and one for limited people.

However, everyone will need a Google account, or be prepared to use their personal one. That's what we've always done at work but we all know each other anyway/friends on Facebook kinda thing. If you have any budget for this I would use Google Apps for Business.

True about Google Docs and multiple editors. Just feeling really anti Google nowadays :)