Data is not only important resource but also as the “foundation of life” of the enterprise. Data storage safety is the project “sustainable” to business operating smoothly and grow strong. However, how to business choose the storage method matching between a number of solutions out there? All answers has been aggregated right in the article below of Lac Viet Computing.
1. Learn storage what is data?
Data storage is the process of storage, preservation and management of digital information (in the form of text, images, video, databases,...) to ensure that data can be accessed, shared and used when necessary.
This process often involves the use of software tools, storage device or platform cloud storage for safe keeping, security and easy management of documents, vital records of the business.
With the strong development of technology, the tendency to convert numbers in the business, demand for data storage is becoming increasingly urgent. Business need to store a large data from office documents, contracts, financial reports to the information customers and employees.
The storage efficiency not only helps protect data from loss or damage, but also optimize workflow, improve work efficiency, especially in the context of information growing diversity.
2. Business need to store these types of data?
Manage and store data not only helps the business maintain operation efficiency, but also ensure sustainable development, adhere to the legal regulations. The types of data that enterprises need storage can be divided into several groups, each group will have storage requirements characteristics:
- Office documents: Includes texts, reports, contracts, meeting minutes, records, administrative...These materials not only helps in recognition of the decisions and activities important but also is the basis for enterprises to perform the daily work.
- Customer data: Information about customers, including transaction history, preferences, needs, and relationship of the customer with the business.
- Financial dataincludes : financial reporting, bookkeeping, tax documents, payments, invoices,...This is the group data indispensable in the operation of the business, not only because of internal purposes, but also because the requirements for compliance, legal and audit.
- Product data – service: Product information – services that the business provides, including a description, image, technical documentation, warranty policy or instructions for use.
- Hr data: Contract of employment information, benefits, payroll, history, the...This is the group data should be confidential and stored securely, for directly related to the rights of employees with the legal regulations.
- Data legal and contract: The legal contracts, documents related to compliance with legal provisions, policy, agreement,...
3. 5 Method of storing data safest
Choose the storage method is suitable not just technology problem but also directly related to the effective management of information security of the business.
Here are 5 methods of safe storage and effective today, in accordance with the diverse needs of organizations from small to large.
3.1 data storage cloud
Data storage cloud (Cloud Storage) is a storage solution for online business that can preserve the data on the remote server, provided by the service providers such as Amazon Web Services (AWS), Google Cloud, Microsoft Azure, Lac Viet and many other providers. Method of cloud storage featured by flexibility, scalability and high security.
Advantages:
- Data is stored on the cloud server can be easily access from anywhere, with just an internet connection.
- Do not need investment in infrastructure, hardware, businesses can save maintenance costs, maintenance, hardware.
- Providers cloud services, regular data backup, ensure security measures strong, help protect data from loss and unauthorized access.
Cons:
- Access and manage data depends on the internet connection, if the network issues, the data access will be interrupted.
- When businesses use more storage space, the cost will increase by the amount of data, especially with the cloud service charge according to the amount.
3.2 data storage on server
Server a method of using the internal server (on-premise) of the business to store and manage data. The server is often placed in the server room or data center, the company's own.
Advantages:
- Business full control, data management, help protect the important information from the threats from outside.
- If it is set up and maintained properly, the server can ensure high level of security, preventing the risk of intrusion from the side Tuesday.
Cons:
- To set up a system server internal business need for large investments in hardware maintenance cost, system management.
- Need a team of IT professionals responsible for maintaining, software update, repair the breakdown system, this can be expensive, and require time.
3.3 storage with online software via the internet
The software store data online, such as Google Drive, Dropbox, OneDrive help businesses easily store, share, and collaborate through the online documentation. The software online often provide services to synchronize data across multiple devices and multiple users.
Advantages:
- Simple software, easy to install and use, does not require investment in hardware or technical complexity.
- Because of its low cost and easy to use online software is a popular choice for small businesses – or medium-sized teams working remote.
Cons:
- Storage services online for free usually have capacity limits, if you need more space, businesses have to pay fees.
- For the business that requires high security, software, online storage may not have enough level of safety required.
3.4 storage with hardware devices
Data storage with hardware devices such as external hard drive, USB or NAS (Network-Attached Storage) brings a direct solution and independent compared to other online services.
Advantages:
- Data can be stored, accessed directly without connecting network.
- With storage devices such as external hard drive, businesses can save on investment costs.
Cons:
- Hardware device easily damaged or loss, affecting the ability to access and protect data.
- When the number of data increases, the management of the maintenance of the hardware device to become difficult, time-consuming.
3.5 centralized storage with software, LV SureDMS
LV SureDMS is management software, electronic document, designed to help businesses store documents in a centralized manner, security and easy access. This software supports many features such as differential access, search, document, backup as well as data protection.
Storage software documentation LV SureDMS reduce the manual work for storage park; minimize storage space physics for the record not important; reduce the cost of printing, preservation, and no need to expand the storage space cabinet/shelf profile.
Did you know that more than 90% of office documents still being storage craft paper form. This is why businesses are wasting space, time, and cost per day?
- 30-40% work time of office workers is wasted in finding materials. On average, an employee spends 18 minutes to find a document, but there are 1/20 lost completely.
- Cost of storing and managing paper documents there can be up to 5-10% annual revenue of business, including the cost of renting warehouse, human resources management, and maintenance documents.
- 25% service data leakage business arising from the storage and handling of materials not safe, especially the paper documents are not protected by encryption systems or management access.
LV SureDMS – Streamlined database: Manage, store, retrieve unlimited
- Search and retrieve records become more easily, anytime and anywhere with just a few clicks, a few key words.
- Support organization storage warehouses in many different positions and decentralized management independently on each repository.
- Minimize the manual work for storage park; minimize storage space physics for the record not important; reduce the cost of printing, preservation, and no need to expand the storage space cabinet/shelf profile.
- Remove status dispersed data, the members of the groups/departments to collaborate more effectively in stock common resources, but still be close authorization by role to ensure safety for confidential documents.
- Statistical reports according to many criteria (room, board, source/unit status, handling,...), quick view reports in various forms visually.
VIEW DETAILS, FEATURES, SOLUTIONS, RECORDS MANAGEMENT, DOCUMENT HERE
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
4. Why business need, data storage, focus, consistency?
Data storage centralized bring many important benefits, help businesses optimize workflow, protect the resources and improve overall performance. Here are 5 main reasons why businesses should apply storage model, focus, consistency:
4.1 Management and data access efficiency
When hosting business focus, all information are gathered at a single point in the system. This not only helps the organization and classification of data becomes easy, but also optimized the ability to access and search documents.
- Minimize the search time data access: With data stored in a data warehouse, single, employees can easily search for and retrieve material you need without having to take time searching through multiple storage system different.
- Save effort and increase productivityAccess to data for fast, accurate help employees focus on the main task, thereby improving work productivity, reduce processing time, craft, at the same time optimize the workflow.
- The ability to automate the process of document management: Storage system, focus can be integrated with the document management software for automatic sorting, organizing and tagging documents.
4.2 security and control
One of the important factors when data storage is security and control access. Data focused to help businesses can control the access rights in a coherent manner, minimizing the risk of loss or leakage of sensitive information.
- Manage access rights division effective: Since the data is stored centrally, businesses can easily access rights for each employee or team. Through it can protect important information from misuse or unauthorized access.
- Enhanced security: The storage system, the focus often comes with security measures such as data encryption, firewalls, and user authentication, multi-factor. These measures help to protect data from threats such as cyber attacks, information leakage, or unauthorized access.
- Easy to control and track: Storage consistency allows businesses to track every visitor activities, including change data in the system. Thanks to that timely detection of suspicious behavior, improve the ability to respond to the security threat.
4.3 cost savings
When businesses use storage model, data focus, it does not need to maintain multiple systems distributed storage. This helps to reduce the cost of hardware procurement, maintenance and other related services.
With data are stored centrally, the business can process optimization, management and operation, minimize the manual steps, saving the cost for the task management document.
4.4 Ensure consistency and traceability data accurate
Data focused to help businesses maintain consistency, accuracy in information management. When data is stored on many different systems, different versions of the same document can cause confusion and errors in the workflow. With storage systems focus:
- No status data is duplicate: The information document will be stored at a single place, ensure that only a single copy of each document, from which avoid the conflict, or loss of information.
- Version management of documents easily: Storage systems focus also allows businesses to keep track of the different versions of the document, ensure that an accurate record most of the material, improve transparency and efficiency in work.
4.5 Support workflow and a quick decision
When data is stored centrally, businesses can easily deploy the system, document management, ERP, CRM or other enterprise software, support the decision-making process. Specifically, the benefits include:
- Visit quick, easy: Staff can quickly access the information when needed, while it managers and related parts take the correct decision in a timely manner.
- Easy analysis report: Data focused to help the analysis tool report business activities more effectively, help the managers to have an overview about the operations of the company and devise strategies accordingly.
5. Note when performing backup, data storage,
When deploying backup and data storage, businesses should note the following factors:
- Classification of clear data: Determine the type of important data, sensitive data and data of little use to have the appropriate storage.
- Ensure data security: Apply security measures such as encryption, firewalls or access control to protect data.
- Backup storage: Save more copies of data in different locations to ensure safety when the incident occurs.
- Periodically check the data: Revise and update the data stored to ensure accuracy and consistency.
- Use appropriate technology: Choose the system, such as cloud storage, management software, data or equipment hardware modern, depending on the needs of the business.
- Meet legal standards: Note comply with the law related to storage of data such as time keeping, information security.
Primary data is a strategic asset that every business needs protection and optimal exploitation. Selection method data storage depends not only on demand but also on the long-term vision of the business. Whether it is cloud storage, flexible server internal or management software, specialized as LV SureDMSthe investment into safe method that will help the business operate smoother, minimizing the risk of loss of information.
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
