In everyday working life, we use gigantic a whole lot of computerized information without even knowing it. Calling a customer or supplier? The contact data for that individual is information stored inside your cell or desk phone. Grouping reports for your department or manager? That is digitally saved information.
Generally, saving and finding information that you want is quite simple, and it’s not something that we frequently consider. In any case, imagine a scenario in which you can’t find the files you want, what happens then? Or maybe it isn’t accessible from your current system?
The significance of putting away information correctly is important to a decent working and efficiency plan, and will, by and large, make your work significantly more straightforward! Let’s investigate a few of the methods in which you can store your data, securely and still allow it to be easily accessible.
Nearly all business and even your own private information digitally saved is done locally. This means the documents, databases, pictures and video files that you save to a PC, tablet, cell phone or the likes. These systems contain hard drives which contain the information.
This enables just that one computer to have open usage of the information on that hard drive, and while it is exceptionally secure for the most part, it can likewise have it’s disadvantages. Suppose you have a major meeting coming up, and you have all of the presentation documents you require on your computer. You get to the meeting, begin preparing things, and it turns out badly; you’ve neglected to bring your charging cable, the PC has suffered a drop or physical damage and won’t work, or you’ve even left it behind entirely. Red faces all around!
This can apply to lots of situations and could cause a great deal of issues. Nonetheless, with regards to security, as long as the main PC that can get to that document is encrypted or needs a password, then no one but you can get access.
One strategy to fight the restrictions of the above method that is broadly utilized is the utilization of compact storage gadgets, for example, USB drives, external storage drives and things of that nature.
This is a brilliant method for individuals with loads of information, data and records that they need to move around often, for example, moving hotdesks, going to client business locations, or working outside of the office. Moreover, any PC that has a working USB (or important) port has the functionality to access the information on these compact devices.
However, this implies that any PC can get to the documents; this permits anyone to see, alter, or possibly even take the stored data without requiring passwords or authorization. On top of this, because of the size of USB sticks specifically, they can be lost incredibly easily, making them a somewhat iffy solution for confidential data, such as financial data or staff wage records.
One more downside that, while it doesn’t come up frequently it can in any case be an issue for certain clients, is limited storage capacity. USB sticks or compact drives don’t have as much capacity as computer frameworks with hard drives. For saving office reports and spreadsheets, this doesn’t generally come up as an issue. But for companies that require storage of video or graphic editing files, these documents can be colossal in size, and it might be a bit more difficult to find a storage drive with sufficient capacity to handle the storage of multiple large files at once.
Keep an eye out for part two of our article, whereupon we will touch upon storage and cloud systems and how they can benefit your business!