Every business needs somewhere to keep files that the whole team can reach – that is cloud storage. The best cloud storage Singapore businesses actually use comes down to four names: OneDrive, Google Drive, Dropbox and Box. This guide compares them on price, collaboration and security, covers what PDPA means for your choice, and clears up the most expensive misconception: that cloud storage is the same as a backup.
First: cloud storage vs backup vs sync
These three get muddled, and the confusion costs businesses data. Get the distinction right before you choose:
- Cloud storage – a live place to keep and share files (OneDrive, Drive, Dropbox, Box). If you delete a file, it deletes everywhere it syncs.
- Sync – keeping the same files mirrored across devices and the cloud. Convenient, but it also mirrors your mistakes and any ransomware.
- Backup – separate, recoverable copies kept over time, so you can roll back after deletion, corruption or an attack.
The main options compared
Here is how the four leading business options stack up. Prices are indicative entry business rates and move over time – confirm current Singapore pricing before you commit:
| Platform | Best for | Indicative price | Notes |
|---|---|---|---|
| Microsoft OneDrive | Microsoft 365 teams | ~S$9-S$13/user/mo (in M365) | Deep Office integration; usually already bundled |
| Google Drive | Google Workspace teams | from ~S$8/user/mo | Great real-time collaboration; generous free tier |
| Dropbox | Simple cross-platform sharing | ~S$16-S$26/user/mo | Fast sync, easy sharing, platform-neutral |
| Box | Security & governance | ~S$20-S$45/user/mo | Strong admin controls, compliance features |
For most SMEs the honest answer is “the one your productivity suite already includes”: if you pay for Microsoft 365 you already have OneDrive, and if you use Google Workspace you already have Drive. Paying separately for Dropbox or Box makes sense mainly for specific sharing or governance needs.
Storage that comes with your email suite
Because OneDrive and Google Drive are bundled into Microsoft 365 and Google Workspace, your cloud storage decision is often really an email-and-productivity decision. If you have not settled that yet, our guide to the best email hosting for SMEs covers the Microsoft-versus-Google choice that also decides your storage.
PDPA and data residency in Singapore
Wherever your files live, Singapore's PDPA makes you responsible for the personal data inside them. That shapes how you should run cloud storage:
- Control access – use least-privilege sharing, not company-wide “anyone with the link” by default.
- Turn on MFA – a storage account is a treasure chest; protect it with multi-factor authentication.
- Know where data sits – understand the provider's data-residency and sub-processor terms if residency matters to your clients.
- Manage leavers – revoke access and reclaim files the day someone departs.
- Have a retention plan – keep personal data only as long as needed, and be able to delete it on request.
How to choose for your business
- Already on Microsoft 365? Use OneDrive/SharePoint – it is included and integrates with Office.
- Already on Google Workspace? Use Google Drive – same logic, plus best-in-class real-time editing.
- Mixed devices, simple needs? Dropbox is the neutral, no-fuss choice.
- Handle sensitive or regulated data? Box (or well-governed Microsoft/Google tenants) for stronger controls.
- Whatever you pick, budget per user, enforce MFA, and add real backup on top.
How much storage does a business actually need?
Most SMEs over-buy storage. A typical knowledge-worker team needs at most 1-2TB per user, and business plans usually include 1TB or more per user already – so paying for premium unlimited tiers you will never fill is wasted money. Right-size to real usage and revisit it once a year. If you genuinely hold large media, design or CAD files, that is a reason to add an on-site NAS for bulk storage, not to buy a bigger cloud subscription for everyone.
Security and sharing: where storage goes wrong
The biggest cloud storage risks in Singapore are rarely the platforms failing – they are oversharing and weak logins. A single “anyone with the link” file, or one account without MFA, can quietly expose client data and turn into a PDPA problem. Set sharing to least-privilege by default, review external shares periodically, and make multi-factor authentication mandatory for every account. None of this costs extra, and it prevents the most common way business data leaks out of cloud storage.
Free tiers: fine for personal, risky for business
Every provider offers a free tier – 5GB on OneDrive, 15GB on Google, less on Dropbox – and they are tempting for a lean startup. For personal use they are perfectly fine. For a business they mean no admin controls, no proper offboarding when staff leave, and personal accounts quietly holding company data with no oversight. The moment client or company data is involved, move to a paid business tier you actually own and control.
Frequently asked questions
What is the best cloud storage for a business in Singapore?
For most businesses it is the one built into your productivity suite: OneDrive if you use Microsoft 365, or Google Drive if you use Google Workspace, since both are included and integrate tightly with your apps. Dropbox is a strong neutral choice for simple cross-platform sharing, and Box is best when security and governance are the priority. Match the tool to how your team already works.
How much does business cloud storage cost in Singapore?
Indicative entry business rates are roughly S$8-S$13 per user per month for OneDrive or Google Drive (usually bundled into your Microsoft 365 or Google Workspace plan), around S$16-S$26 for Dropbox business tiers, and S$20-S$45 for Box, which targets security and compliance. Because OneDrive and Drive come with your suite, most SMEs pay nothing extra for storage.
Is cloud storage the same as cloud backup?
No, and treating them as the same is a common and costly mistake. Cloud storage keeps your live files accessible and synced; if a file is deleted or encrypted by ransomware, that change syncs everywhere. Cloud backup keeps separate, recoverable copies over time, so you can restore after deletion, corruption or an attack. You need both – storage for access, backup for recovery.
Does cloud storage comply with Singapore PDPA?
The platforms provide security features, but PDPA compliance is your responsibility as the data controller. That means controlling who can access files, enabling MFA, understanding where data is stored, managing leavers promptly, and keeping personal data only as long as needed. Cloud storage can be run in a PDPA-compliant way, but only if you configure and govern it properly.
OneDrive or Google Drive – which is better for business?
It depends on your ecosystem. OneDrive is the natural choice if your team uses Microsoft 365 and Office apps, while Google Drive suits teams on Google Workspace and offers excellent real-time collaboration. Both are secure and capable; the deciding factor is which productivity suite your business already uses, since the storage comes bundled with it.
Do I need backup if my files are already in the cloud?
Yes. Cloud storage keeps your files available, but it is not a backup – a deleted or ransomware-encrypted file syncs that change everywhere, and provider retention is limited. A dedicated cloud backup keeps recoverable, point-in-time copies so you can roll back after mistakes or attacks. Storage and backup do different jobs, and a business needs both.
About the author
Written by the Rezolva IT team – we deploy and secure cloud storage for Singapore SMEs across Microsoft 365, Google Workspace and other platforms, then add the backup layer that storage alone does not provide. This guide reflects the advice we give clients: pick the storage your suite includes, govern it for PDPA, and never mistake sync for safety.