The Shared Drive is your Friend
Four Reasons to Stop Storing Files on Your Computer’s Local Hard Drive
By: Jasmine Bazemore, IT Solutions Manager, Focus Data Solutions
It’s an all too familiar story. You want your files to be your files. You don’t want multiple versions of files. You don’t want other people using your files. You fear you won’t be able to get to your files when and where you need them. So, you store your files to your personal hard drive.
But, despite your entire professional career living on your hard drive, you’re not backing your computer up regularly, because – “I can do that tomorrow.” Tomorrow never comes. Then you hear the noise. Or, you see a blue screen. Or, you lose your laptop in the back of the cab.
Everything is gone.
That’s why using your company’s shared drive is a preferred way to store your files. A “shared drive” is an area on a server or computer dedicated to files that users create and share. Files can be stored and arranged in a variety of ways to promote collaboration, productivity or easy access.
What are the benefits of using a shared drive?
Information is backed up.
A “shared drive”, especially on a server, is usually backed up on a consistent, often hourly, basis. File loss is minimized because of the backup system. In the case of a system failure, file restoration is usually more efficient due to the backup system.
Yes, you can share files. Or not.
A team can work collaboratively on files, increasing productivity. If security is a concern, secure areas can be created on a shared drive which limits access to authorized individuals. Rules can be put in place for who can access, modify or delete files
You can access files through VPN
A virtual private network (VPN) allows you to connect to your office network as if you were in the office. If you’re on travel or working from home, your IT team can set up your laptop to quickly gain access to your files.
Shared drives promote record keeping
When managed appropriately, a shared drive encourages organizations to establish management controls, naming conventions, retention policies, and maintenance strategies.
Shared drives do need to be managed on a consistent basis to be an effective tool for most organizations. However, the backup and security benefits should be one of your first considerations when deciding where to store your files.