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In the modern business world of 2023, we still encounter companies that store their data on outdated network drives.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

The Challenge of File Duplication

While duplicate storage was avoided in the analog world, multiple existing digital copies in the network drive are now commonplace. This is amplified by the arbitrary naming of files, as there is no built-in versioning.

The Challenge of Understanding the Storage Structure

Folder hierarchies in the network drive define the structure of data storage, but don’t explain its concept – especially not for new employees. Usually there’s no supplementary guide that makes the structure understandable.

Missing Administration for Network Drives

Companies often have no “caretaker” for their network drives. The IT department provides the resources but is not responsible for their organization. Departments rarely have the capacity to dedicate themselves to cleaning up the digital cabinets, and automated systems to detect outdated folders are rarely in place.

The Challenge of Finding Valuable Data

Valuable information often lies hidden in files from former or current employees. Discovery usually happens by chance, as file names often don’t reflect the information value and one works without additional metadata.

Problems When Deleting Data

Deletion operations in the network drive cannot be fully controlled by IT, as write permissions also include deletion rights. An electronic recycle bin is missing, and restorations are complicated. This provides room for data loss by dissatisfied employees.

The Challenge of Locked Documents

It often happens that when working on a file, a message appears that a colleague is working on the same file. Without notification upon release, a copy with a changed name is often created.

Risk from Encryption Trojans

Network drives are vulnerable to encryption trojans that encrypt data and lead to ransom demands. Since many employees have access, the risk of clicking on a malicious phishing email increases with each new employee.

Mobility Restrictions of Network Drives

Network drives are often only available on the work computer where they are set up. Without it, data is not accessible on the go; smartphones offer no alternative.

Time-Consuming Monitoring of New Files

Anyone who wants to watch for updates in a folder must manually and constantly refresh the folder, as there are no notification functions.

Our Recommendation

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