Saving files in local folders and even on the desktop is an easy option. Whenever you open a new file or download an attachment, it saves to a local ‘Download’ folder by default and edited files try to save themselves in ‘My Documents.’ But using local storage on individual devices can slow down your business.
Why Should You Reduce Local (Device-based) Storage?
Central or cloud-based storage is beneficial for multiple reasons. Easy security, universal access, and consistent back-ups are a few, and the inverse is true for local storage.
Only the Employee and the System Administrator Have Access
Locally stored files are easy for an employee to save and open, but only that specific employee. No one else has easy access, including managers or co-workers involved in the project. Only a network administrator with remote access to the drive can access the files. Not only is this inconvenient if the employee is out of the office that day, it also provides no protection against long-term loss of access. If the employee leaves the company and the drive is wiped (or the employee was using a personal device), any progress is lost. Hard drive malfunctions can also wipe out files without backup or a reparable file.
There Is No Version Control
If you’ve recently emailed a large group of people, the conversation probably segued into a couple of different email threads. This can be tricky to get back on track, and it always ends with not everyone having all the information they need. This is even more true with in-progress documents. If one employee is making updates based on a local file, other parties can’t see the changes until it’s manually shared. If two employees are making separate changes, then some work will be irreparably lost or there will be more confusion and frustration down the line. But if files are stored in working software, where changes are made live and saved continuously (especially if edits are marked by author), then there’s more collaboration and less overwriting or wasted effort.