Managing Organizational Digital Assets in NAS

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:

  • Cloud. You store in the cloud such as OneDrive for Business or SharePoint
  • NAS. You are storing in your local location
  • Both. You are storing in both environments. You can do that by configuring such as active backup for 365
  • NAS provides you better investment for higher size and quick access in the organization. Cloud provides you better high availability and resilience. Both will give you the ultimate advantage.

    Regardless of the rule, If you have a spare infrastructure be sure to back up in both environments!

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.
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