What is a file server? Differences with NAS, advantages, and how to choose one
Appropriate data management and operation is a very important issue in corporate management. Especially in recent years, the development of ICT has led to an exponential increase in the number of business files handled by companies. This is why the proper operation of file servers or alternative systems is important. In this article, we will provide an overview of file servers, compare them with NAS, discuss their advantages and disadvantages, and explain how to choose one.
What is a File Server?
A file server is a system that stores, shares, and backs up data over a network. Any user with access rights can access the data they need in real time. Depending on the permissions granted in advance, they can not only view, but also modify, copy, move, and delete data.
Types of File Server
There are two types of file servers: "on-premise" servers that are operated and managed on your own network, and "cloud" servers that are built on the internet. In the past, old PCs were sometimes used as file servers, but in recent years this has fallen out of use due to security and convenience concerns.
What is the difference between file server and NAS?
Something that is often confused with a file server is NAS (Network Attached Storage). NAS is a hard disk that can be connected to a network, and is similar to a file server in that it can store and share files and data over the network. However, there is a big difference between them in that while a file server is expandable and customizable and can also function as a server, a NAS basically only has the simple functions of storage and sharing. The advantage of NAS is that it is relatively inexpensive and easy to introduce because it has limited functions.
Advantages of a file server
The benefits of a file server can be broadly divided into four points:
Easy file sharing
By utilizing a file server, file sharing between organizations and members becomes smoother. Multiple people can simultaneously view files and data uploaded by someone, so there is no need to transfer them via email or USB memory. Information can be shared while reducing the risk of file damage or loss. It is also useful when you want to share large files that are difficult to handle on a personal PC.
Can be used to back up files
By strictly enforcing the rule that data necessary for business be stored on a file server, it becomes easier to recover data if the computer used by the person in charge breaks down or if someone accidentally damages or deletes data. If the data is on the file server, a smooth handover can be achieved when a person in charge leaves the company.
Can grant access permissions
By granting access rights to each employee and restricting the scope of operations such as access to each file and data, as well as viewing and deleting, the risk of security incidents such as information leaks can be reduced. Personal information and privacy can be protected by limiting access, such as "only giving management and the HR department permission to view information related to recruitment" and "giving the individual only viewing permission and the manager viewing and editing permission for 1on1 content." Limiting the permission to move and delete files to those in higher positions also makes it possible to prevent information loss due to human error such as "accidentally overwriting something."
Capacity can be expanded
Another advantage of file servers is that you can increase the capacity as needed. However, increasing the capacity also incurs costs, so you should set standards for deleting unnecessary files and data to prevent too much unnecessary data from accumulating. It is important to take measures to avoid putting pressure on capacity across the company.
Disadvantages of a file server
There are three disadvantages to file servers: It is important to be aware of the disadvantages as well as the advantages.
Cost of building a server is expensive
The appeal of on-premise file servers is that they can be flexibly customised to suit your company's needs, but you must build the infrastructure to operate and manage the server in-house. To do this, you need to secure engineers with the know-how and skills to build file servers and take security measures. It is ideal to have engineers in-house, but there is a shortage of highly skilled IT personnel in every industry, so the hurdles and costs of hiring are high. There are also initial costs involved, such as the purchase of servers, software, power supplies and spare power supplies.
Operation and maintenance costs are high
Cloud-based file servers incur monthly usage fees as running costs. On-premise servers require initial costs as well as ongoing maintenance and management work to keep the latest security measures up to date. There are also personnel costs for the engineers who carry out this work.
If the file server itself becomes outdated, it will take time and money to migrate to a new file server. If the person in charge of operation and management retires, you may find yourself in a situation where only the previous person knows what is going on, and the file server itself may become a black box.
Remote support requires a dedicated system
Security measures are essential to creating a safe and comfortable remote work environment. However, file servers can basically only be accessed from the company's internal network, and security measures such as VPN are required to access them from outside the company. VPN is a mechanism that protects access to the company's internal network from the Internet by encrypting data. Using a VPN reduces the risk of malicious third parties eavesdropping or tampering, but a VPN alone is not a sufficient security measure. To enhance security, it is necessary to combine it with functions such as the remote desktop function built into Windows.
Three points to consider when selecting a file server
In recent years, IT vendors offer a wide variety of file server packages. To ensure a smooth migration and operation, you should first clarify your objectives and uses and then select the file server that is best suited to your company. Here are three points to keep in mind when selecting a file server:
1. Be consistent with the data you store
Clarify the amount and nature of the files and data to be transferred and stored, and calculate the required capacity. Don't forget to check the supported operating systems, browsers, and applications. The file server and plan you should select will vary depending on the product. Depending on the product, you may be charged according to the number of users, so be sure to clarify the number of users.
It is also important to separate hot data, which is frequently used in business, from cold data, which is accessed less frequently. For cold data, it is also effective in optimizing costs to store large amounts of archive data in a non-hierarchical storage space and manage it in "object storage" that can be easily retrieved at any time.
2. Align with security policy
Make sure it does not violate your company's security policy. For on-premise systems, you can build a robust system that meets your own security requirements by paying a reasonable cost. For cloud systems, the security level of the file server depends on the security policy of the service provider. Therefore, if the data contains customer information or your company's confidential information, you must select a file server with particularly strong security measures. Another criterion is whether the system has been certified with standards such as ISO certification.
3. Calculate the cost-effectiveness
Calculate the cost-effectiveness so that you can choose a product with high cost performance. If you choose a file server with functions that your company does not need, or if you choose a file server that quickly runs out of capacity because it is cheap, you will end up incurring unnecessary costs.
Make sure the user interface is easy for employees to use. It is important to carefully calculate the cost-effectiveness of the file server, taking into consideration the purpose and cost of introducing the file server, the amount and nature of the data, and operability.
Four benefits of moving your file server to the cloud
On-premise systems are highly customizable, but some aspects of them are not suitable for the VUCA era where it is difficult to predict the future. By moving file servers to the cloud, you can expect the following benefits:
1. No need to manage servers
With cloud-based file servers, the service provider handles all server management and operation, so there is almost no need for ongoing management in-house.
Maintaining a file server in-house requires labor costs and you have to deal with any problems that arise in-house. With a cloud-based file server, even if you have to pay a monthly fee, it is highly likely to lead to total cost reductions. It is also easy to add storage, and there is no need to reserve space to install a server.
2. Diverse working styles become possible
By using a cloud-based file server, you can access files and data required for work at any time, both inside and outside the company. In these days when teleworking and hybrid work are becoming more commonplace, being able to work regardless of location, time, or device is a major benefit. This is expected to reduce turnover rates, as employees who are concerned about childcare, elderly care, or their own health will be able to perform at their best. Enabling diverse working styles will also lead to the recruitment of talented personnel.
3. Enhanced security
Nowadays, when it is impossible to know where security risks lie, zero trust, which places doubt on all access to cloud services, is the premise, and even authentication methods are becoming more strict. The same is true for cloud-based file servers, and an increasing number of products are equipped with various security measures such as data encryption and detailed settings for access permissions. By selecting a cloud-based file server with a high level of security, you can more firmly protect your important data from threats such as server attacks.
4. IT-BCP measures
It is also effective as an IT-BCP measure. If you install a file server in-house, there is a risk that important files and data may be lost due to natural disasters such as the collapse or damage of the company building, or flooding or inundation. Cloud-based file servers store files and data on the Internet, reducing the risk of data loss due to disasters or problems. Data stored on cloud-based file servers can be accessed as long as there is an Internet connection, so it is possible to resume and continue operations at another location without waiting for the company building to be restored.
summary
In recent years, the amount of data handled by companies has been enormous, making it essential to more appropriately manage and operate data through the introduction of file servers.
Cloud-based file servers in particular can maintain the latest security level without the need for in-house engineers with specialized knowledge, reducing security risks such as information leaks. Data can be accessed from both inside and outside the company according to access rights, helping to improve employee performance. Data can be backed up on the cloud, preventing data damage or loss due to disasters, cyber attacks, and human error.
However, if you select a file server without comparing options, it may not meet your needs and may result in inefficiency. After understanding the data capacity, characteristics, and number of users, pay attention to cost and security and select a product that is suitable for your company.
