Your organization produces digital assets every day. Receipt from a customer, invoice from a vendor, slides from your partner, or even reimburse from business expenses. The digital assets should be saved for regulatory standards such as tax reports, financial reports, and organization performance reports. Today, I will discuss how to manage your digital assets in the NAS or the cloud.
Requirements
Before you deep dive into the solution. Let us prepare what we need to provide better digital assets management.
- You have cloud storage for your organization. It means your organization has a cloud subscription such as Microsoft 365 subscription.
- You have a NAS device for your organization. My recommendation is to invest in some knowledge brand such as Synology or anything.
Where do I need to store?
Backup should be there when we discuss organizational mindset. Therefore, you need to store in bot cloud and local. The question is where to put it? In the cloud or in local? I give you a table to make a clear decision.
- Size. Your file sizes. Low means < 1 GB, High means > 1 GB.
- Usefulness, the frequency of access. Low means monthly or higher, High means weekly or daily.
- Editable, low means archive, high means live document.
ID | Size | Usefulness | Editable | Recommended Storage |
HLL | High | Low | Low | Cloud |
HHL | High | High | Low | NAS |
HHH | High | High | High | Both |
LLL | Low | Low | Low | Cloud |
LHL | Low | High | Low | NAS |
LHH | Low | High | High | Both |
HLH | High | Low | High | NAS |
LLH | Low | Low | High | Cloud |
The result of the recommendation is:
Let us classify your digital assets
After you understand where to put your data, you can now classify which one. I will give you several examples. You can see the types of document and where we store it. For example, I have tax documents, I put classification to LHL so it will be stored in NAS
Types of Document | Classification ID |
Tax Documents | LHL |
Financial Report | LHH |
VM Template for employee | HHL |
Video of Organization Webinar | HLL |
Business Proposal | LHH |
Of course, you can create your classification with your document types.
Managing Your NAS
My recommendation when you buy a NAS, it is buying with at least four hard drive bay with cache acceleration like Synology DS920+, the reasons are:
- Rather than using an external hard drive, NAS is providing you a boost in reading and writing because of its cache.
- You can expand through an expansion unit when your business is growing! Rather than buy a new NAS you can expand it.
- You can host your local web solution (PHP) with a faster response. Versus you invest in server or hosting.
- You can get better indexing support in images and documents. Versus your index in local computer
- You can do sync and backup without turn on your computer. You can backup your account or the entire organization
- You can implement RAID for better security and performance. You can implement various RAID.