Cloud repositories are online storage locations where digital files, especially data, documents, code, or research files, are stored on remote servers rather than only on your computer or a physical storage device.

See also: How cloud service providers are defined by HIPAA

 

Common examples

Some commonly used cloud repositories include:

  • Google Drive: documents, spreadsheets, datasets, etc.
  • Microsoft OneDrive / SharePoint: organizational documents and files.
  • Dropbox: general file storage and sharing.
  • GitHub / GitLab: primarily repositories for software code, but can also contain documentation and certain datasets.
  • Zenodo: commonly used by researchers to archive and share research data and publications.
  • Figshare: research datasets and other research outputs.
  • Institutional repositories: universities and research organizations may have their own repositories for research data and publications.

 

 

How do cloud repositories work

According to the study ‘Cloud repositories for research data – addressing the needs of researchers,’ cloud repositories store digital information on remote servers accessible via the internet. Instead of keeping files only on a computer or an organization's physical server, users can upload them to a cloud repository and access them when needed. The process generally works as follows:

 

Data is uploaded

A user uploads a file, dataset, document, or other information to the repository. In a healthcare or research setting, this could include research data, study documents, laboratory results, or other digital records.

 

The data is stored in the cloud

The repository stores the information on cloud-based infrastructure operated by a service provider. Depending on the system, information may be stored across multiple servers or locations rather than in one physical location.

The study above has shown that cloud repositories can also use a combination of institutional and cloud storage. This allows organizations to keep certain information within their own infrastructure while using cloud services for other data.

See also: Best practices for storing PHI

 

Access is controlled

Cloud repositories can use user accounts, passwords, permissions, and other security measures to control who can access information.

For example, a healthcare organization could allow researchers to access specific study data while restricting access to other information.

Related: A guide to HIPAA and access controls

 

Data can be backed up or replicated

Repositories may create additional copies of information to help protect against data loss. Having multiple copies can also support data preservation if a storage system fails.

However, the study encourages organizations to understand how their specific provider handles backups, replication, and data recovery rather than assuming that cloud storage automatically provides complete backup protection. Research on cloud repositories has highlighted the importance of considering data preservation and reliability when selecting a service.

Read also: How to develop a backup and recovery plan

 

Authorized users can access and share the data

Once information is stored, authorized users can access it through an internet connection. This can make it easier for teams in different locations to collaborate without having to transfer files manually between computers.

For healthcare and research organizations, however, convenience should not come at the expense of privacy and security. Before storing sensitive information in a cloud repository, organizations should understand what data will be stored, who can access it, where it will be stored, and what security measures are in place.

 

Types of cloud repositories

Not all cloud repositories are designed for the same purpose. Several types exist, and the appropriate option depends on what an organization needs to store and manage.

 

File repositories

File repositories are designed primarily for storing and sharing documents and other files. Examples include Google Drive, Microsoft OneDrive, SharePoint, and Dropbox.

These platforms are commonly used for:

  • Documents
  • Spreadsheets
  • Presentations
  • Images
  • PDFs
  • Administrative records
  • Project files

They are particularly useful when the primary requirement is centralized file storage and collaboration.

 

Code repositories

Code repositories are designed for software development. GitHub, GitLab, and Bitbucket are examples of platforms that support code repositories.

They typically provide functionality such as:

  • Version control
  • Branching
  • Code review
  • Pull requests
  • Issue tracking
  • Collaboration
  • Automated workflows

For example, developers can create a branch, make changes, and submit those changes for review before incorporating them into the main project. GitHub describes repositories as shared locations for project files and their revision history.

 

Research data repositories

Research data repositories are designed to store and share datasets and other research outputs. Examples include Zenodo, Figshare, Dryad, and institutional research repositories.

These repositories can be particularly useful when researchers need to preserve datasets, provide documentation, make research outputs discoverable, or share data with other researchers.

Depending on the repository, researchers may also be able to associate datasets with metadata, persistent identifiers, publications, and licensing information.

 

Object storage repositories

Object storage is commonly used for storing very large quantities of unstructured data.

Examples include:

  • Amazon S3
  • Google Cloud Storage
  • Microsoft Azure Blob Storage

Object storage can be used for large datasets, backups, images, videos, application data, and scientific datasets. It is particularly useful when organizations need highly scalable storage rather than a traditional folder-based file system.

 

Package repositories

Package repositories store software packages and dependencies that applications need to function. Examples include repositories for:

  • Python packages
  • JavaScript packages
  • Java libraries
  • Container images

 

They allow developers and organizations to distribute and manage reusable software components.

 

Features of cloud repositories

Cloud repositories can offer a range of features that make it easier to store, manage, access, and collaborate on digital information. The exact features depend on the type of repository and the service provider. According to Google, these are the features a repository can have:

  • Version control: Version control keeps track of changes made to files over time. This allows users to see previous versions and understand what changes have been made. This can be particularly useful when multiple people are working on the same project.
  • Collaboration: Cloud repositories allow authorized users to work with information from different locations. Some repositories can also connect with other platforms, making it easier for teams to work across different systems. For example, Google Cloud's Cloud Source Repositories can connect with GitHub and Bitbucket repositories and automatically synchronize them.
  • Access controls: Repositories can control who is allowed to access or modify information. This helps organizations restrict sensitive information to authorized users and manage permissions according to users' roles and responsibilities.
  • Activity logging: Some cloud repositories keep logs of activity within the repository. These logs can help organizations monitor access, changes, and administrative actions. Google Cloud, for example, uses Cloud Logging to record activities such as repository access, synchronization, creation, deletion, and permission changes.
  • Security features: Security features can help identify or prevent the storage of sensitive information. For example, Google Cloud Source Repositories includes security key detection that can block uploads containing certain sensitive information, such as security credentials.
  • Multiple repositories: Organizations may also be able to create multiple repositories for different projects or types of information. This can make it easier to organize information and separate projects according to their purpose.
  • Integration with other tools: Cloud repositories can often integrate with other software and services. This allows organizations to connect their repositories with existing workflows rather than managing information in isolation.

For healthcare and research organizations, these features can support collaboration and data management. However, the presence of these features does not automatically make a repository appropriate for storing sensitive health or patient information. Organizations should still evaluate the repository's security, privacy, access controls, data-handling practices, and regulatory requirements before using it for sensitive information.

 

Best practices for using cloud repositories

Cloud repositories can make it easier for healthcare and research organizations to store, access, and share large amounts of information. However, simply moving data to the cloud does not guarantee that it will be easy to use, secure, or well managed.

The following best practices from the study ‘Cloud-Native Repositories for Big Scientific Data’, can help organizations get more value from cloud repositories while managing potential risks.

 

Make data easy to use

Data should be stored in a format that allows authorized users and applications to access it efficiently. Abernathey et al. recommend using cloud-optimized formats that allow users to access the information they need without having to download an entire dataset. This becomes particularly important as scientific datasets become increasingly large.

 

Organize and document data properly

A repository should not simply contain large collections of files with unclear names or structures. Data should be accompanied by appropriate metadata and documentation so that users understand what the information represents and how it can be used.

Clear descriptions, consistent naming conventions, and appropriate metadata can make datasets easier to find, interpret, and reuse.

 

Consider how data will be analyzed

When establishing a cloud repository, organizations should consider how users will actually work with the information.

For large scientific datasets, the authors recommend an approach in which data and computing resources are brought closer together. Instead of repeatedly downloading large datasets to individual computers, researchers can perform analysis using cloud-based resources.

This can make working with large datasets more efficient and reduce the need to move large amounts of information unnecessarily.

 

Use appropriate data formats

The way data is stored can have a major impact on how easily it can be accessed and analyzed.

The authors note that cloud-optimized data formats are designed to work efficiently with cloud storage. These formats can allow data to be accessed over the internet and divided into smaller sections, making it easier for users to work with only the information they need.

For healthcare and research organizations, the technical format will depend on the type of data being stored, but the underlying principle is simple: data should be stored in a way that supports its intended use.

 

Think about security and privacy

Healthcare organizations often work with sensitive information, so security and privacy should be considered before data is moved to a cloud repository. Organizations should establish who can access the data, what permissions they require, how access is monitored, and what safeguards are provided by the cloud service.

For patient, clinical, or research data, organizations should also consider applicable privacy laws, institutional policies, contractual requirements, and data-sharing agreements.

 

Plan for long-term access

Organizations should consider how easily data can be retrieved, transferred to another system, or reused in the future. This is particularly important for research data that may need to remain available for many years.

 

Make the repository fit the users' needs

Cloud repositories should be designed around the needs of the people who will use them. For healthcare professionals and researchers, this means considering whether users can easily find, access, understand, and analyze the information they need.

See also: HIPAA Compliant Email: The Definitive Guide (2026 Update)

 

FAQS

What is the difference between cloud storage and a cloud repository?

Cloud storage primarily provides a place to store files. A cloud repository can offer additional features for managing information, such as version control, access permissions, activity logs, metadata, collaboration, and data preservation.

 

Can healthcare organizations store patient information in cloud repositories?

Potentially, but organizations must first determine whether the repository is appropriate for sensitive health information. They should consider applicable privacy regulations, security controls, contractual requirements, data location, access controls, and the provider's data-handling practices. A BAA should also be in place.

 

Can cloud repositories be used as backups?

Cloud storage and backup are not the same thing. Organizations should understand how their provider handles backups, recovery, retention, and deletion and determine whether additional backup arrangements are necessary.