A plea against network drives

In the modern business world of 2023, we still encounter companies that store their data on outdated network drives. In short, network drives are a thing of the past. A decade ago, some progressive companies were already using web-based platforms for digital collaboration. Five years ago, the end of network drives seemed near, but they still exist. The biggest difficulty with digital data storage is structuring - from the initial arrangement of digital cabinets to their ongoing customisation.

The challenge of file duplication

While duplicate filing was avoided in the analogue world, multiple digital copies on the network drive are now commonplace. This is exacerbated by the arbitrary naming of files, as there is no integrated versioning.

The challenge of understanding the filing structure

The folder hierarchies in the network drive define the structure of the data storage, but do not explain its concept - especially not for new employees. In most cases, there are no supplementary instructions to make the structure understandable.

Missing administration for network drives

Companies often do not have a „caretaker“ for their network drives. The IT department provides the resources but is not responsible for organising them. Specialist departments rarely have the capacity to dedicate themselves to tidying up the digital cabinets, and automated systems for recognising outdated folders are rarely in place.

The challenge of finding valuable data

Valuable information is often hidden in files belonging to former or current employees. Discovery usually occurs by chance, as file names often do not reflect the value of the information.

Problems with deleting data

Deletion processes in the network drive cannot be fully controlled by IT, as write permissions also include deletion permissions. There is no electronic recycle bin and restoring data is complicated. This provides scope for data loss due to dissatisfied employees.

The challenge of blocked documents

It often happens that when working on a file, a message appears that a colleague is working on the same file. A copy with a different name is often created without notification when the file is released.

Risk from encryption Trojans

Network drives are vulnerable to encryption Trojans that encrypt data and result in ransom demands. As many employees have access, the risk of clicking on a malicious phishing email increases with every new employee.

Mobility restrictions for network drives

Network drives are often only available on the work computer on which they are set up. Without this, data cannot be accessed while travelling; smartphones offer no alternative.

Labour-intensive monitoring of new files

If you want to check for updates in a folder, you have to update the folder manually and constantly, as there are no notification functions.

Our recommendation

If your company still relies on network drives, contact us for advice on modernising your data storage.