In a small office you most likely have more than one computer. As more computers are added to the office you have more things to think about. People in the office will share files in many ways, and it’s best if you can have a little control. Find out how you can keep your important business files organized centrally, and why having them accessible by all computers in one place will save you time, money and confusion.

For the small business, Network Attached Storage (NAS) devices are a great option for centralizing business files. A NAS device is essentially a self-contained computer connected to a network with the sole purpose of supplying storage to other computers on that same network. They generally do not have a keyboard or display and are controlled and configured over the network. NAS devices are available at your local big-box electronics store for prices as low as a couple hundred dollars.

NAS devices are great, but businesses that have more than a handful of users and need extensive use of centralized storage will require a more robust solution. File servers offer the same types of services that NAS can and more. As the needs for centralized storage increase, additional file servers can be added to increase capacity. Businesses working with a lot of multimedia or very large files fit this scenario quite well. There are many different solutions available, the most important is that you get started.

How Can Centralized Storage Help You?

There are a few benefits to having your business files all in one place and each one is a strong enough reason on its own for you to get started even if you have only 2 computers.

Increased productivity

If person working on computer A needs a file that a person working on computer B created, many will simply email a duplicate to the co-worker. Changes are made and then emailed to someone working on yet a different computer. After a while there are many copies and it’shard to know which is current. By having them in one place you can feel confident that people are always working with the correct file.

Increased reliability

Many of the problems that affect computers are storage related, and these problems often happen at the worst possible time. One or more of your computers having difficulties is not a problem when your files are centralized. You can always access your files from any other working computer giving you the ability of printing that client proposal and winning a contract.

One location to backup

In an earlier article, I talk about how important it is to backup your files. My free step by step tutorial guiding you on creating your first backup shows you how to get started with a single computer. Backing up multiple computers can become a burden. If all your computers were looking in one place for your files, you only have one place to backup.

Files accessible to every authorized user

Each centralized solution can provide the ability of limiting access to certain files to authorized users only. You might only want your senior staff make changes to the financial planning documents, and have everyone be able to view the equipment manuals.