Shared Network Drive: Considerations and Available Alternatives

Shared drives are a popular way to store, search and grant file access to team members. Instead of an individual having ownership, a shared network drive operates on a local area network (LAN), which is a collection of devices operating in a physical location like an office, putting files in the hands of entire teams. Regardless of whether a colleague leaves a company, files remain in one place and accessible to a variety of users. Here we look closely at what a shared network drive is, common pitfalls and how they impact a team.

What is a shared (network) drive?

A network drive allows users to instantly grant access to shared files from one computer to another. Enabling ‘network discovery’ is essential for locating and sharing devices on the network. A shared network drive operates on a Local Access Network (LAN), a collection of devices operating in a physical location like an office. Users can manage file sharing settings through ‘File Explorer’. But these drives have their issues and often lack accountability or file tracking capabilities. Users can set up a network drive using the ‘Map network drive’ feature in File Explorer. Let’s look at a few problems related to a shared network drive, and pain points to be aware of.

Benefits and Uses of Shared Drives

Shared drives offer numerous benefits and uses, making them an essential tool for individuals and organizations. Here are some key advantages:

• Centralized File Management: Shared drives provide a centralized location for storing and managing files, making it easier to access and share files across the network.
• Improved Collaboration: They enable multiple users to access and work on files simultaneously, promoting collaboration and teamwork.
• Enhanced Security: Shared drives can be configured with access controls and permissions, ensuring that sensitive files are only accessible to authorized users.
• Automatic Backups: Many shared drive solutions offer automatic backups, providing an added layer of protection against data loss.
• Scalability: Shared drives can be easily scaled up or down to meet the changing needs of an organization.

In terms of uses, shared drives can be employed in a variety of scenarios, including:

• File Sharing: Shared drives can be used to share files between colleagues, departments, or even with external partners, facilitating seamless file sharing.
• Project Management: They can be used to manage project files, collaborate on documents, and track progress, ensuring everyone is on the same page.
• Data Storage: Shared drives can store large amounts of data, such as videos, images, and documents, making them a versatile storage solution.
• Backup and Recovery: They can be used to backup important files and data, ensuring that they are safe in the event of a disaster.

Shared network drive security and file sharing

Administrative tools control the majority of security options with shared drives, but if users are not aware of how these work it can cause security risks. Modifying ‘advanced sharing settings’ within the Network and Sharing Center is crucial for enabling network discovery and file/printer sharing. In large teams, access is often granted to several network users. Establishing best practices when granting user rights is key to avoid the wrong information being shared.

3 human error security risks:

• Incorrect user access granted
• File name and storage errors
• Best practice ineffectively shared

Often busy teams are not in sync when it comes to two-step authentication options and encryption features on shared drives can be limited. Be aware of how passwords are created and stored by teams and ensure you utilize any security options. Because work email accounts and log-on details are often linked to shared drives the potential for viruses is increased. Understand the secure file sharing methods available and consider this in relation to your business needs. Configuring ‘printer sharing’ settings is also important for ensuring all machines are updated and connected to the same network.

Search functionality limitations in file explorer

Being able to find files not only allows teams to work efficiently and in sync, but it also decreases human errors that can be costly for a business. Using the correct network drive path is essential for retrieving files without mapping the drive. One of the best ways to keep track of files, who is responsible for uploading them and granting access is metadata. A network folder allows users within an organization to access and store files securely. Unfortunately, shared network drives often don’t provide users with the keyword and geotagging functionality they might need when handling large volumes of files. Good metadata management helps teams function and automates manual tasks to save time. A consideration to keep in mind in relation to your shared network drive.

Duplication and document management

It’s not enough to know where key files are being stored, they have to be accurate and up-to-date. Working on an outdated version of a file is frustrating, costly and time-consuming. It can also lead to serious legal issues and be embarrassing for a company if publicly shared.

Shared network folders and drives require all connected computers to be part of the same internet network to access their content.

Assets like brand logos and images that reflect the diversity of your business can be lost to old files considered new because they were stored incorrectly by a user. This can be damaging to your long-term business.

Users can select options from a drop down menu to manage their files and folders.

3 issues caused by document mismanagement:

• Copyright issues
• Inaccurate business decision making
• Key information is lost

In the modern age out of office access to key files coupled with instant communication is vital for success. In short, teams need to be able to work from the same page in real-time to be effective.

Using the windows logo key can help users access specific functionalities within the Windows operating system.

Cloud storage options allow team members to work in-office and remotely. They improve productivity and provide heightened security with encryption, metadata and watermark options. Keeping track of the latest file upload is made easier with edit, comment and a multitude of user access options that can include expiring links. Storage is also increased. Consider a digital asset management solution or cloud-storage as a better way to share files.

Alternatives to Shared Drives

While shared drives offer many benefits, there are alternative solutions that can be used in certain scenarios. Here are some of the most popular alternatives:

• Cloud Storage: Solutions like Google Drive, Dropbox, and OneDrive offer a convenient and accessible way to store and share files. They provide robust security features, easy scalability, and the ability to access files from anywhere with an internet connection.
• External Hard Drives: These can be used to store and transfer large amounts of data, making them a viable alternative to shared drives for individuals or small teams who need portable storage solutions.
• Network Attached Storage (NAS): NAS devices provide a centralized storage solution for networks, offering many of the same benefits as shared drives, such as file sharing and data backup, but with potentially greater control and customization options.
• File Transfer Protocol (FTP): FTP allows users to transfer files over the internet, making it a useful alternative to shared drives in scenarios where remote file access and transfer are required.

When choosing an alternative to shared drives, it’s essential to consider the specific needs and requirements of the organization. Factors such as security, scalability, and collaboration should be taken into account to ensure that the chosen solution meets the needs of the organization.