As a law firm, odds are you’re well aware of how important it is to keep your firm’s documents organized, not to mention safe and secure. Much of the information you have on file is no doubt incredibly sensitive. While most law offices have effective methods for storing information, more and more law firms are moving from physical storage to digital storage, whether it’s local data storage, such as external hard drives, or cloud-based storage.
When it comes to digital storage, there are several different options; however, the one that benefits law offices the most is a Network Attached Storage (NAS) server.
Using NAS Servers for Law Offices
A Network Attached Storage server functions as a combination of a cloud-based service and a local data storage solution, such as an external hard drive. Unlike devices such as external hard drives, which can only be accessed by one computer at a time, a NAS is a device that acts as a centralized file storage service that computers, external hard drives and even mobile devices can connect to. In this way, it acts in a similar manner as the typical cloud service. However, with a NAS server, you won’t have to provide your data to a cloud host, thereby keeping your data stored locally. The following are some of the major benefits of implementing a NAS server:
- Keep data safe from destruction or damage – If you need a single reason to move your data to the digital forum, then it’s the fact that your data will be much safer. Physical documents are vulnerable to damage. If there’s a fire or a leak, physical documents can be completely destroyed. When it comes to NAS, your data will not only be safe from physical harm, it can be backed up automatically so that hardware crashes won’t result in the loss of data.
- Make it easier to access your information – Accessing client information and case data is important and using a NAS server makes this much easier. This is because you won’t have to rummage through physical files or attempt to find the one computer or hard drive that the information is stored on. A NAS server allows you to remotely access your data on any computer or hard drive. Not only does this prevent the misplacement or loss of important data, it ensures that you’ll find it quickly, thereby helping boost the efficiency of your law office.
- Save physical space at your law firm – Digital storage, in general, can help save a significant amount of space if you’ve been storing physical documents. This, in turn, can help cut down on overhead costs since you’ll no longer need to dedicate physical space to file storage.
- NAS provides more storage space – Unlike physical storage or even more traditional local digital storage options, such as computers or hard drives, you’ll never run out of space to store important data and documents. A NAS server allows you to continually increase storage space by adding more external hard drives or computers to the network.
- Make collaboration easier – NAS makes it much more efficient to collaborate with others in the office. Instead of having to email files back and forth when sharing data or editing documents, everyone can just access the same file from one central location, which eliminates the hundreds of clone copies that end up floating around. You’ll even be able to group edit documents in the same way that programs like Office 365 or Google Docs allow.
- Configure remote access – You can configure the settings of your NAS device so that you can remotely access files from anywhere in the world, turning the network into your own private cloud storage service. This is extremely useful for lawyers who are traveling to meet with clients outside of their office and need to have the ability to access data right away.
- Protect your data – First of all, any data saved to the network via a NAS server will be protected from hardware crashes. This means that if you saved important client documents on a computer that crashes, you’ll still be able to access those documents since they were saved to the network. As far as security goes, NAS servers tend to be much more secure than typical cloud services since you aren’t handing your data over to a host and you’re not sharing your server space with other companies. Instead, the network is limited to your office. Additionally, many NAS devices come with built-in data encryption to prevent unauthorized users from getting access.
The typical law office has thousands of documents containing extremely sensitive information. The best way to keep that data safe and secure while still maintaining easy access to it is through a Network Attached Storage server.