Everything you need to know about Data Storage

Introduction

Companies of all sizes and in all sectors have to constantly store and handle data. Data handling is time-consuming and sometimes complicated. 

There are in reality various types of data storage. They are not all used in the same way, and are not all equally efficient. In the face of this complexity and growing challenges, some tools can be used to help you.

The different types of data storage

Data storage has radically changed and continues to progress. It is adapted to each situation, to each sector, and to your needs.

Disk storage

There are a multitude of different disks, including internal hard drives, external hard drives, USB sticks, memory cards, CDs, DVDs, or Blu-Rays.

Benefits

  • Cost: the initial investment is higher when buying a disk, but it is limited compared to a cloud storage subscription.
  • Location: you can choose where to keep your disk.
  • Independence: you can be independent in regards to the Internet and don’t depend on the strength of the connection.  

Disadvantages

  • Limited access: to access stored files, you need to have physical possession of the disk.
  • Potential loss:  if you lose or break your disk, you files with be lost. There are some methods, however, to retrieve your data, but this is not guaranteed.
  • Security: Storage devices are small and light, making them easy to steal. We recommend that you always block access to your files with a password, in order to increase confidentiality.
  • Maintenance: disks are fragiles and must be handled and stored with care.

Use cases

Disk storage is appropriate for the personal data of an employee or of a small team located in the same building. It is always recommended to make copies on other media in case of loss or damage of the equipment. 

Cloud storage

The cloud uses external servers that are managed by a company. The most famous examples are Google Cloud, Microsoft Azure, or Amazon Web Services (AWS). 

Benefits

  • Dematerialised: with the cloud, you can free yourself from material constraints.
  • Autonomous: whatever the provider you choose, they each have a team available at all times to manage your problems and your requests.
  • Flexible and scalable: your data is very easily accessible with any web browser. If necessary, your storage space and plan can be quickly expanded.
  • Cost-efficient: cloud storage has competitive entry costs. However, in the long term, monthly payments can increase the total cost.

Disadvantages

  • General uses: cloud storage is used for a variety of different situations and companies. The options to personalise storage are thus limited.
  • Dependent on connection: when your Internet connection is weak, it can affect your cloud experience.
  • Less secure: since a third-party is handling your data, you run the risk of having an unauthorised user gaining access to your data. 

Use cases

Cloud storage is adapted to both small and big companies. It is best to choose the cloud when your teams are spread out and need to share data.

Software storage

This type of storage uses software that separates data from the equipment used. Extracted information is reformatted and organised to be used on a network.

Benefits 

  • Adaptable: you can choose your storage equipment. Also, when buying software, don’t have to use the same vendor who sold you the storage equipment.  
  • Controlled: with software storage, you can perform in-house upgrades, as your needs change. You can adapt storage capacity and performance as you see fit. 
  • Unlimited: unlike SAN networks which are limited by the number of nodes (devices with an IP address), there is no limit to software storage.
  • Secure: only authorised personnel have access to the software.

Disadvantages

  • Burdensome management: for on-site software storage, everything is set up on the company’s computers and servers. Storage is thus managed internally (maintenance, security, and updates). The company will have to hire personnel or spend time managing storage.
  • Cost: compared to the cloud, software storage is more expensive.

Use cases

Software storage is ideal for companies who need to protect their data, like law firms or banks, for example. 

Network storage

Network storage (SAN or NAS) is a file storage system that lets users and devices on the same network (LAN) consult data on a central storage zone. NAS uses Ethernet, whereas SAN uses Ethernet or Fibre.

Benefits

  • Scalable: it’s very easy to increase storage capacity by adding hard drives.
  • Expandable: you can download apps to add functions, like security or backup.
  • Simple: it’s easy to use, from installation to configuration.
  • High performance: connected to a local network, NAS can store and process information very quickly.
  • Accessible: all devices on the network can access NAS.

Disadvantages

  • Less secure backups: since data is physically on-site, the risks related to theft, loss, or damage are higher.
  • Storage management: you will need to make sure that each user has equal access to the network. You may need to set up access quotas.
  • Spikes in traffic: when many users are connected, the network is likely to be congested.

Use cases

NAS is useful for constituting active archives, which are always accessible online, ready to be consulted. NAS can store a lot of data, including large files.

Both small and medium businesses and companies with offices in multiple locations are likely to use NAS. Network storage is adapted to companies that don’t yet have a storage zone (SAN).

SAN can consolidate a large amount of data and can accelerate their extraction by using Fibre Channel technology. SAN is considered to simplify backups, recoveries, and offers a high capacity for scalability.

Efficient storage methods

Before choosing a storage solution, you should follow some tips to set up  secure and efficient storage.

Storage architecture

Storage architecture reflects how data is managed and how it circulates in storage systems. Depending on its needs, a company must design a data architecture.

Data architecture makes data useful and manageable. It helps avoid storing the same data twice and improves data quality (by cleaning, sometimes with the help of specific applications).

Data architecture also helps integrate data from different domains (geographical zones or different services). All data is thus stored in the same place, making it easy to manage.

Often, data architecture relies on cloud platforms. This comes at a cost, but makes it easier to process and manage stored data.

Data backup strategies

Data can be lost for many reasons: theft, corrupted software, mistakes, natural catastrophes, etc. Data backup strategies can reduce these risks.

A backup strategy is a plan that ensures data can be restored as quickly as possible. The aim is to maintain company activity by retrieving all of the data.

To set up a data backup strategy, you need to use a specific backup software and follow these main steps:

  • Define the importance and availability of data;
  • Decide how often data will be backed up;
  • Deploy backup;
  • Test the recovery process you have created.

Data storage hierarchy

Hierarchical storage management organises data according to the importance of said data, the speed at which the data needs to be accessed, etc. The system manages data according to a clearly defined policy. Retrieving information is thus faster and more simple.

Challenges and solutions of data management

The aim is not to just store large amounts of information, but to be able to find the elements you need as fast as possible.

Depending on the size of your company and the number of users, focus on the storage technology that will let you access data quickly, wherever you are.

You might need to hire a team tasked with managing your data, or you might outsource the management. Whatever you choose, fees can widely vary. Examine the costs beforehand to make your choice

Challenges of data management

Some employees risk having access to data they don’t need. This is a security risk and can waste time for users. Each employee should have specific access according to their role in the company.

More and more data is being collected, and this data is increasingly precious and complex. The real issue is finding how to sort information in a coherent way so that each user can find what they need.

It can be very expensive to outsource data management. If you want internal management, you will need to hire storage specialists as part of your IT team, which will represent additional costs. These costs are inevitable and should be anticipated.

Think about scalability from the very start of a data processing project so that the system is able to increase its processing capacity when the amount of data rises.

The data storage and management system you choose must be the right fit for you now and in the future if the amount of data greatly increases.

What you need to remember about data storage

There are a variety of storage options: disk, network, software, or cloud storage. All the options have benefits and disadvantages and are each adapted to certain situations. 

The main goal for companies is to figure out how to sort data and create a proper data architecture. This will help better exploit data and ensure total security for the information. 

ALLONIA is the AI platform that enables companies to develop, deploy and exploit machine learning (ML) models in a secure and collaborative way.

Data storage is complicated, at times expensive, and can quickly become overwhelming for a rapidly growing company. Some experts have the tools that can help you deploy the best solutions.

Get to know ALLONIA better

ALLONIA: the SaaS artificial intelligence platform that accelerates and secures AI projects for large companies, SMEs, ETIs and public organisations.

ALLONIA enables you to deploy your AI projects in just a few clicks and makes it easy to share your data and models between your internal teams, as well as with your partners and customers.

Conclusion

Data storage is complex, sometimes costly and can quickly become unmanageable for a fast-growing business. Some experts have the tools to help you deploy the best solutions.