What is a file server? Differences between file server and NAS, advantages, and how to choose one

 

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.

A safe way to share files between business partners and remote workers

What is file sharing? A safe way to share files between business partners and remote workers

"File sharing" is one of the most important elements for properly managing and using files within a company. However, not everyone has a correct understanding of file sharing and shares files appropriately. Here, we will explain the basic concepts and types of file sharing. We will then introduce the benefits of cloud storage which has been attracting particular attention in recent years.

What is file sharing?

First of all, what exactly is the concept of "file sharing"? Before we take a closer look at file sharing, let's first review the basic concept.

Basic Concepts of File Sharing

File sharing literally means sharing the same file or folder (directory) with multiple people from other networks. Traditionally, files were generally only used by the user who created them. However, with the development of network technology, the ability to share files with multiple people and work more efficiently has become a focus of attention.

So far, various methods for file sharing have been developed. From using the basic functions of the OS to using external services, you can choose the method that best suits your needs, such as the scale, scope, and security of the file sharing.

 

File sharing types

There are several ways to share files. Here we will introduce the main types of file sharing that are commonly used in business situations, as well as the advantages and disadvantages of each.

 

File Server Deployment

A server that installs dedicated software and provides file sharing as a service is called a "file server ". Generally, a file server's internal storage capacity can be used for file sharing as is. File servers are accessed via a network such as a LAN.

The commonly used "Windows Server" comes with a file-sharing function built in as a basic OS feature. This makes it easy to prepare a file-sharing environment. File servers are one of the most common methods for achieving file sharing in companies.

There are many benefits to using a file server, but the first is that you can set detailed access permissions for files and folders. In a company, setting and managing detailed access permissions for each file is important from a security perspective.

Other benefits include the fact that if you run out of capacity you can add more capacity relatively easily by adding additional HDDs and that it can also be used for backup purposes.

On the other hand, it is important to be aware that implementation requires time and money, including personnel costs for server management, software license fees, data center, and server room costs to keep the servers running, and electricity costs.

Furthermore, software configuration, management, and updates are time-consuming. As a company grows, multiple file servers are installed at each branch office, making management more complicated.

 

Introducing NAS

"NAS (Network-Attached Storage)" is also known as "Network Attached Storage" and, as the name suggests, refers to a dedicated storage device accessed from a network. The difference between NAS and file servers can be understood by looking at their advantages and disadvantages.

Advantages of Network Attached Storage (NAS) Compared to File Servers

The first advantage of a NAS is that it is easy to install and manage because the necessary settings for file sharing are already in place. Compared to a file server, this requires much less effort and labor costs.

Another advantage of NAS is that the hardware is smaller than a file server, so it does not require as much space. It also consumes less power and is quieter than a file server.

Disadvantages of Network Attached Storage (NAS) Compared to File Servers

On the other hand, there are quite a few disadvantages compared to file servers. First of all, the expandability when storage capacity is insufficient is inferior to that of file servers. Although it is not impossible to expand NAS, file servers can be expanded more flexibly.

Also, while software management is simple, it is not possible to set detailed access permissions as with a file server.

Additionally, it is important to note that with a NAS, you cannot directly edit files as you can with a file server. To edit a file, you must first download it to your PC or smartphone. After editing, you must then re-upload the edited file to share it. This makes file sharing less efficient than a file server, so some companies may find it difficult to use.

 

Use of cloud storage

"Cloud storage" is a shared storage service that can be used over the Internet. Users do not need to prepare dedicated hardware, but simply sign up for the service and use it.

One of the advantages of cloud storage is its low cost. It does not require a large initial investment like purchasing a dedicated machine and can be used at a low flat rate or monthly fee.

In addition, since the hardware management is handled by the service provider, there is no hassle involved in using the service. Users can use cloud storage even if they do not have advanced IT skills. Small and medium-sized enterprises can use it even if they do not have a dedicated information system staff.

Other benefits include the relative ease with which you can increase or decrease capacity, and the fact that you can use it anywhere as long as there is an internet connection.

On the other hand, the fact that it can only be used in an online environment is a disadvantage. If you cannot connect to the Internet, you cannot access cloud storage. However, some services offer a function that allows you to use files offline.

 

Sharing files on cloud storage          improves work efficiency

Among the methods of file sharing, cloud storage has been attracting particular attention in recent years. Regardless of the size of the company, many companies have started using cloud storage to achieve efficient file sharing. Here, we will consider the reasons why cloud storage is used by so many companies.

Related Article: Large, complex organizations use   data-sharing platforms to facilitate collaboration on data-driven projects, both within and between organizations.

What Cloud Storage Enables

Cloud storage uses a service provided by the provider, so unlike file servers and NAS, there is no need to purchase or manage servers or dedicated equipment. This allows for significant reductions in initial costs and labor costs for management. The service provider is responsible for managing the hardware and network, so there is no need to worry about management.

Cloud storage can be accessed not only from the office PC, but also from mobile devices such as tablets and smartphones when you are out and about, and even from your home PC. If you save the files you are working on, you can continue working anywhere without having to take the files with you on a USB memory stick or other device.

Furthermore, unlike file servers and NAS, files on cloud storage can be edited by multiple people at the same time. There is no risk of a file being locked and unable to be opened while someone is updating it. On the contrary, some services have a function to intentionally lock files to prevent duplicate editing. Collaborative editing with colleagues in far-away locations can reduce the individual workload and improve work efficiency.

In addition, if you store documents such as contracts and receipts in cloud storage, it will also contribute to paperless operations within your company. Of course, this stored data can be viewed from anywhere as long as you have an internet connection, so it also reduces the hassle of managing it.

As you can see, cloud storage has many benefits and a wide range of possible uses. If you can find the right service for your company, you will be able to share files within your company comfortably and efficiently.

 

Features of Cloud Storage Box

"Box" is a cloud storage service for businesses provided by Box Inc. (headquartered in the United States). It is highly secure and easy to use, and many companies in Japan are introducing it. Here we will introduce the main features of Box.

 

Strong security

One of the biggest reasons why Box is supported by companies around the world is its high level of security, which is essential for business use. Although cloud storage services are convenient, some companies are hesitant to introduce them due to concerns about security incidents such as information leaks.

On the other hand, Box has not experienced any major security incidents that have made the news, despite having many users around the world. The main reason for this is that it has a wealth of excellent security-related features.

For example, in Box, administrators can view the details of the operations that users performed on Box in the logs. This makes it possible to reduce the risk of information leakage. In addition, there is a function that prevents files that should not be shared from being shared even if the user has access rights, preventing information leakage due to incorrect operation or negligence.

Equipped with a wide range of file-sharing functions

Another advantage of Box is its high functionality. For example, you can set detailed access restrictions that are not possible with other services. Seven access permissions are available, ranging from "co-owner" who can do all operations on files, to "uploader" who can only upload.

These access permissions can be set for each file or folder, as well as for each user. By setting appropriate access permissions, it is possible to reduce the risk of information leakage. Even if you try to share a file with the wrong person, they will not be able to access it, so if the permissions are set appropriately, you can prevent information leakage.

With the rise of working styles such as teleworking and working from home, cloud services have become essential for preventing security incidents.

Summary

To improve efficiency and adapt to new lifestyles, companies need to use and manage files appropriately, especially how to share files. There are several types of file sharing, but one that has been attracting particular attention in recent years is "cloud storage."

Cloud storage is more cost-effective than traditional file-sharing methods such as file servers, especially when you take into account labor costs such as the hassle of management. It can also serve as the foundation for telework. With proper management and control, multiple people can access and edit files simultaneously, improving work efficiency, and you can expect high ROI and other benefits from adopting it.

Among these cloud storage services, one with many users around the world is "Box." Due to its high security, rich features, and ease of use, it is supported by many companies and organizations that want to safely streamline their work through file sharing. Please consider using it.