Choosing the Best Data Sharing Option for Small Businesses

As a small business owner with approximately five employees, you need an efficient and reliable way to share data within your team. For a business of this size, a traditional server is likely overkill unless you have an application that specifically requires a server operating system. Assuming that you don’t, we’re going to take that option off the table. Your options then range from cloud storage solutions like OneDrive or Dropbox, to a NAS unit, or even a Windows workstation acting as a server. Here's a comprehensive guide to help you make the best choice for your business needs.

Cloud Storage

Cloud storage solutions, such as OneDrive and Dropbox, are excellent for storing and sharing simple files like PDFs, Word documents, and spreadsheets. However, if your business relies on database programs like QuickBooks, these cloud services may not suffice. They often lack the necessary support for real-time data access and complex database functionalities.

NAS vs. Windows Workstation

For businesses that use database programs requiring shared access, the two main contenders are Network Attached Storage (NAS) and a Windows workstation acting as a server.

Network Attached Storage (NAS)

Advantages:

• Redundancy: NAS systems can be configured with multiple hard drives in a RAID 6 setup. This means if one drive fails, your business operations can continue uninterrupted.

• Data Protection: RAID configurations enhance data protection and minimize downtime.

Disadvantages:

• Speed: Traditional spinning hard drives in NAS systems are slower compared to solid-state drives (SSD).

• Compatibility Issues: Backing up and restoring data from a NAS can be problematic, especially if you need a replacement. NAS units often require the same brand for restoring backups, leading to potential downtime while sourcing a new unit.

Windows Workstation as a Server

Advantages:

• Speed: A Windows workstation with an SSD will operate significantly faster than a NAS with spinning hard drives.

• Ease of Recovery: Local restores from a Windows drive are easier and faster. The file format (NTFS) is commonly used, and there are numerous Windows computers available to read them. Backup software like Veeam Endpoint Backup supports bare metal restores to any Windows computer.

Disadvantages:

• No Redundancy: Unlike NAS, a Windows workstation doesn't offer built-in redundancy. If the drive fails, data recovery might be more complex.

Backup and Restore Options

Both NAS and Windows workstations can be backed up using external USB drives or cloud backups. Here are the key considerations:

Cloud Backup:

• Suitable for both NAS and Windows workstations.

• Downside: Restoring large amounts of data from the cloud can be time-consuming.

Local Restore:

• NAS: Requires another NAS of the same brand for restoring data. Proprietary formats can complicate data access.

• Windows Workstation: Easier and faster local restores. No RAID involvement simplifies the process.

Final Recommendation

For most small businesses, a Windows workstation acting as a server is the better option due to its speed and ease of recovery. However, if redundant hard drives are essential to minimize downtime, a NAS might be the right choice for you.

Whichever solution you choose, we're here to help you implement it seamlessly. Give us a call, and let’s get your data sharing needs sorted!

Feel free to reach out if you have any questions or need further assistance. Happy sharing! 🎉