As your team grows, files on individual laptops become a problem. People email files back and forth, nobody knows which version is latest, and a stolen laptop means lost data. You need central storage, but which kind?
Cloud storage
Microsoft OneDrive and SharePoint, Google Drive and similar services work well for most small offices. There is no hardware to maintain and files are reachable from anywhere. The trade-offs are monthly cost per user and dependence on internet speed for large files.
NAS (network attached storage)
A NAS is a compact storage box on your office network. It is ideal for large files such as design, video and CAD, and for offices with limited internet speed. It costs less than a server and can sync with the cloud for offsite backup.
On-premise server
A server makes sense when you run applications that need it: multi-user accounting or ERP software, a domain with central user management, or databases. Servers need proper power backup, cooling and maintenance.
Quick guide
- Up to 10 users, mostly documents: cloud storage.
- Large files or slow internet: NAS with cloud backup.
- Multi-user software or central login: server, often with a NAS for backup.
Whatever you choose, back it up
Follow the 3-2-1 rule: three copies of data, on two different types of storage, with one copy offsite. And test restoring files regularly. A backup that has never been tested is only a hope.