Even small businesses usually have a computer network that is connected to a main server. Your company may have specific rules regarding where and how you should save your files, but even if they don’t, saving them to the server is a good idea. Here are a few ideas you may or may not have thought of.
- Get backed up – Most file servers have a regular backup system so that files aren’t lost. This is the main reason you want to make sure all your files are saved to the server. If you ever need to retrieve a file it can be found in the backup.
- No unauthorized access – The main file server should have a good firewall system to prevent any unauthorized access to your files. If you have something you’re working on that is confidential to your business, you want to make sure it’s saved to the server.
- Sharing – Another good reason is the sharing capabilities when files are saved to the server. If you’re working on a project with coworkers, you can all have access to the same files to prevent redundancy and make sure you’re all on the same page.
- Your PC goes down – Any files that are only saved to your workstation will be lost if your PC goes down. On the other hand, if you always save your files to the server, you can still access them from another workstation or retrieve them from the backup and keep working without skipping a beat.
- Deleted by mistake – If you’ve never deleted a file by mistake, then you’ve never touched a computer before. We’ve all done it at one time or another. What a relief to be able to retrieve it from the server or backup instead of having to try to recreate the file.
- Storage capacity – If you try to save everything to your own workstation, you’re soon going to run short of memory. The main server has a much higher storage capacity than individual PC’s or workstations.
- Tracking projects – As your files are updated and saved to the server it lets your supervisors know when tasks are completed and by whom. It’s a good way for them to know how diligently you’ve been working on a project. The downside is that they will also know when you haven’t done anything for days.
- Proof – Since the server keeps track of who saves files and when, this could come in handy if you ever need proof of your work. This could foil an unscrupulous coworker who may be trying to take credit for your accomplishments.
- History – The main server also keeps an historical record of all the company’s data. This could be very important to your employer’s type of business.
- Remote locations – Some companies have a main office with employees in various locations. In that instance, it’s more important than ever to make sure your files are saved to the main server. If something should happen to you, your office or your computer, the company’s data will still be saved in their main office.
If your employer has specific protocol regarding saving files to their server, it’s for good reason. Companies need to protect their information and be able to track employee performance. One little mistake or accident can cost them untold amounts of time and money. As an employee your work is the property of your employer so it makes sense that they should have file saving policies to protect their interests.