Home' Australian Pharmacist : Australian Pharmacist October 2015 Contents Australian Pharmacist October 2015 I ©Pharmaceutical Society of Australia Ltd.
Every pharmacy has a collection of documents and files that are either
used regularly or are important to keep. It’s a given assumption that
these documents are always available and adequately backed up in case
of disaster. Recently I changed the storage location of my pharmacy’s
documents, and as you may well expect, it involves the cloud.
As I write this article, I peer out the
window of a plane and see lots of clouds,
none of them is connected to the cloud
in the context of this article. To put it
simply, the cloud is a storage facility in a
remote location. It is accessed remotely
(usually via the internet), giving the
appearance that it is a local storage
location. Some well-known advantages
of the cloud include access to that
location from anywhere in the world,
and delegation of the responsibility of
backups, storage capacity, processing
speed and physical storage location
to someone else, and usually (but not
always) paying a company for
The traditional way of storing documents
was to save them in the ‘My documents’
folder of each computer. This may
be acceptable for certain scenarios,
but generally this has moved to storing
documents in one central spot within
the pharmacy, and then accessing those
documents across the local network.
The accessibility and ease of use of the
cloud means that this central location
can now be outside the pharmacy.
Lots of clouds
There are lots of cloud providers that
offer excellent solutions for document
storage. Some of the familiar names are
Dropbox, Google Drive, Box and so on.
Until recently I’ve been using SugarSync
which has been great for my needs,
but I have now moved to One Drive for
Business. Join me for a tour.
One Drive in two flavours
There are two main types of One Drive
– a consumer version which gives you
15GB of storage for free, and also offers
paid plans for more storage capacity.
There is also One Drive for Business
which offers business-grade features
and whilst not free offers 1TB of storage.
Whilst the consumer offering may be
enough to cater for your needs, there are
some distinct advantages in using One
Drive for Business.
365 to One Drive
I’ve written about Office 365 in a
previous article, and I still believe this
is a very compelling offering for any
pharmacy to consider. A subscription to
Office 365 gets you access to the latest
desktop version of the Office suite for
multiple computers, and also includes
Exchange online, where your email is
managed by Office 365. This includes
cloud storage of your email box which
is backed up and includes spam and
malware protection – everything you
need, all managed by a company that
has extensive experience in this area,
leaving you to worry about the actual
emails themselves and how they fit
into your daily work. An Office 365
subscription also includes 1TB of storage
in One Drive for Business.
One Drive for Business
One Drive for Business can be as simple
as a cloud storage location, or as
Jason Bratuskins is a practising community pharmacy
proprietor with an enthusiastic interest in the
application of IT to day-to-day pharmacy. He also
works in the pharmacy IT industry on a number of
cutting-edge eHealth projects for Fred IT Group.
He can be contacted via email at: cyberpharm@
powerful as a portal that brings powerful
collaboration and workflow features
if you require them. These power-user
features come about because One Drive
for Business is essentially a SharePoint
site hosted in the cloud. To expand a little
further on these features, it means that all
Office 365 users in your subscription can
use document collaboration - for example,
for creating or sharing information
between your pharmacy and home,
or even between two or more pharmacies.
It means that there is only one location for
the document and everybody works on
the same copy of that document rather
than having to attach to an email and
There are not that many advanced
features of One Drive for Business by
number, but the features themselves are
powerful. File versioning is the ability to
restore a previous version of a document.
It’s like a recycle bin, but the bin keeps
every version that was saved, allowing you
to choose which version to bring back.
This feature exists in both consumer and
business versions, but is more extensive
in the business version. In One Drive for
Business, notifications may be a useful
feature if you want to receive instant
notifications that a file has been updated
or a directory has changed – for instance
if you want to be notified when monthly
results have been updated and saved.
Even more powerful is the workflows
feature, where automatic actions occur
based on events – powerful but not for the
One Drive to drive the point home
There are many ways to have your
documents stored in the cloud, and One
Drive is an excellent option to consider.
With business-grade One Drive for
Business now being a part of an Office 365
subscription, it is really something that
every pharmacy should consider.
One Drive to rule them all
BY JASON BRATUSKINS
Links Archive Australian Pharmacist September 2015 Australian Pharmacist November 2015 Navigation Previous Page Next Page