table of contents
- 01.What is the purpose of cloud file server migration?
- 02.What to check when choosing cloud storage
- 03.Six benefits of moving your file server to the cloud
- 04.Four disadvantages of moving your file server to the cloud and how to deal with them
- 05.Security risks and countermeasures associated with moving file servers to the cloud
- 06.If you are moving your file server to the cloud, we recommend LANSCOPE security measures.
- 07.summary
Due to the recent diversification of working styles (introduction of remote work and downsizing of offices) and the promotion of digital transformation (DX) in companies, an increasing number of companies are migrating their in-house file servers from the traditional “on-premise” type to “cloud” type.
Cloud file servers offer the following benefits:
・Working from anywhere
・Reducing IT operations ・
No need for a dedicated server location ・
Easy system expansion and storage addition
・Easy backup ・Business continuity planning
・Easy file sharing and collaborative editing with people outside the company
On the other hand, there are also disadvantages (challenges) unique to cloud-based systems, such as “being more dependent on individual communication environments” and “involving security risks different from on-premise systems.”
This article is for those of you who are considering moving your file server to the cloud, and provides useful information for implementing a cloud-based system, including the differences with on-premise systems and security risks.
What is the purpose of cloud file server migration?
In recent years, an increasing number of companies are moving their file servers to the cloud. This article explains the differences between on-premise and cloud file servers, as well as the background to the promotion of cloud migration in light of the diversification of work styles.
The difference between on-premise and cloud file servers
The differences between running a file server on-premise and in the cloud are as follows:
| On-Premises | Cloud | |
|---|---|---|
| cost | × Large initial investments , such as purchasing a server . If you want to add resources , you need to buy a new one. |
– Low cost of use. You can contract for the resources you need , which leads to cost optimization. |
| Period until implementation begins | × It may take a long time to start implementation, from several months to a year |
– The time until implementation is short because we use a service that is already in place |
| Security | – Strong security as it is built within an independent internal network |
â–³ Since internet connection is required, security measures such as installing security software are required. |
| Customizability | – High customizability as you build your own dedicated server
|
△ Customization is limited because the unified service provided by the vendor is used |
| support | × Generally, you will need to handle recovery yourself (although in some cases you may be able to get support from your vendor ) |
△ Although the quality and content vary depending on the vendor , there are many opportunities to receive support
|
Each has its own strengths, so it is important to refer to the above and choose the operating structure that is best suited to your company.
As work styles become more diverse, file servers are increasingly being migrated to the cloud.
As working styles become more diverse and remote work becomes more common, file servers are increasingly being migrated from on-premise to the cloud.
In fact, according to the “Cloud Service Market Trends Survey” published by the Ministry of Internal Affairs and Communications in 2022, Japan’s public cloud service market in 2021 reached 1.5879 trillion yen (an increase of 28.5% from the previous year).
In a traditional on-premise environment, data on a file server could only be accessed from an environment or device that could connect to the company’s network. By migrating the server to the cloud, you can access company data from home or on the go, without having to go to the office.
In addition to PCs, you can also access your company’s file server and view data from smartphones and tablets.
What to check when choosing cloud storage
When choosing a cloud storage service, there are six things you should check:
Fee structure
, Supported OS and applications
, Support system
, Availability of security features
, Storage capacity
, Communication speed/CP installed
The table below summarizes the “things to check” and “points to note” for each item.
| Points to consider when choosing | overview |
|---|---|
| 1. Fee structure | Cloud servers are 　primarily priced in two ways: pay- as-you-go or by the number of users . 　In the former case, the fee is often determined by the amount of access to the server. It is important to choose an appropriate plan based not only on the current price, but also 　on the expected amount of access and running costs in the future. |
| 2. Supported OS and applications | ・It is important to check the supported operating systems and applications . ・Since file servers are mainly accessed through browsers, 　it is also important to pay attention to which browsers are supported . ・If you want to use it on a smartphone or tablet, you also need to check whether it is compatible with 　iOS or Android. |
| 3. Support System | Before signing a contract, check whether the support system is solid.　It is recommended to choose a service 　that can provide support according to your environment, not just via email, but also via voice, online, in-person visits, remote operation, etc. |
| 4. Presence or absence of security features |
　・Cloud computing is connected to the internet, so there is a higher risk of information leaks and other security risks compared to on-premise servers . 　Choose a service with built-in security features. |
| 5. Storage capacity | ・It is important to determine the storage capacity your company will use and sign up for the appropriate plan. ・It is an advantage that you can flexibly increase or decrease the storage capacity as needed , 　making it easy to respond flexibly to business expansion or reductions in personnel. |
| 6. Communication speed / CPU installed | ・An internet connection is required, so 　it is ideal to have a high-speed and stable internet environment . ・Since it depends on the vendor’s server, 　it is necessary to check the installed CPU in advance. |
The features and specifications of cloud storage services vary depending on the provider, such as capacity limits, price range, whether collaborative editing is possible, etc. Please choose the appropriate service based on your company’s structure and needs.
If you are using it for business purposes, it is generally best to use a paid corporate service that offers comprehensive security features and storage capacity.
Six benefits of moving your file server to the cloud
There are many benefits to moving your file server to the cloud. Here we explain the six benefits of moving your file server to the cloud that you should know about.
1. Can be used anywhere, at home or on the go
The first benefit is that it can be used anywhere, whether at home or on the go. Cloud file servers are provided via the Internet, so as long as you have an Internet connection, you can basically access them from anywhere.
Since you can access data on the file server even from outside the office, it is useful not only when working remotely from home or a satellite office, but also when you want to access internal data from a sales location. It also contributes to improving work efficiency, as it eliminates the need to visit the office just to access or transfer data.
2. It reduces the amount of work required for IT operations, such as updates and maintenance.
The second benefit is that it significantly reduces the operational workload of the information systems department, including updates and maintenance.
On-premise systems, which require an in-house file server to be set up and operated, not only take a long time and effort to set up, but also require the allocation of a certain amount of resources to operate it after it has been set up. Regular maintenance is required to maintain security, and when the latest program is released by the manufacturer, updates must be made promptly.
However, with a cloud-based file server, updates and maintenance are handled by the service provider, reducing the operational burden on your company.
3. Since you don’t need your own server, it doesn’t take up much space and is easy to implement.
The third benefit is that you no longer need your own servers, reducing the space required for server installation.
If you install a server in-house, you will be subject to restrictions such as having to ensure security and secure a space that is heat-resistant and earthquake-resistant.
However, if you move your file server to the cloud, you can use servers provided by a vendor, eliminating the need to set up and manage a server room in-house.
4. System expansion and storage additions are easy
The fourth advantage is that it is easy to expand the system and add storage.
With on-premise servers, you specify the server specifications before purchasing, so you cannot change the CPU or add storage after installation. If you want to change the specifications, you will need to purchase a new server.
On the other hand, cloud-based file servers allow you to easily change specifications and add storage, allowing you to freely expand to suit your company’s operations. If you need more capacity, you can purchase more as needed, and if you don’t, you can change your plan, optimizing cost performance.
5. Cloud backup function allows for disaster prevention and BCP measures
The fifth benefit is that clouding servers also covers disaster prevention and BCP measures.
BCP measures refer to measures implemented to minimize business damage in the event of an emergency such as a natural disaster or system failure. In an on-premises environment, servers are installed within the company, so there is a risk that the servers will be destroyed in the event of a disaster, resulting in the loss of internal data.
On the other hand, if you move your file server to the cloud, all data created on the network will be automatically saved to the cloud, eliminating the risk of accidentally losing important data. Also, in the unlikely event that your office is affected by a disaster and it becomes difficult to continue operations within the company, you can resume operations from another location via the cloud.
6. It’s easy to share files and collaborate with people outside the company
The sixth benefit is that it is easy to share files and collaborate with people outside the company.
To share data stored in an on-premise environment with users outside your company, you need to send the data as an email attachment or use a USB memory stick. On the other hand, if you store data in the cloud, you can easily share files by simply notifying the URL of the data to which you have granted access permissions.
In addition, some cloud services allow multiple users to access and edit files simultaneously, which leads to more efficient work.
Four disadvantages of moving your file server to the cloud and how to deal with them
As mentioned above, there are many benefits to moving file servers to the cloud, but there are also disadvantages compared to on-premises environments. Here we will explain the four disadvantages you should be aware of before implementing it and how to deal with each of them.
1. Your personal network environment can affect your speed
The first disadvantage is that communication speed is affected by your personal network.
The ease of connecting to a cloud file server depends on the internet environment of the user. Therefore, if a slow internet connection is used, there is a concern that data viewing and work may be hindered.
Communication speeds have a significant impact on work, especially when uploading and downloading large files such as videos. When considering moving your file server to the cloud, it is essential to ensure a stable internet environment not only within your company but also in each employee’s environment.
2. There is a monthly fee
The second drawback is that there is a monthly fee.
Cloud servers are provided by a service provider, so in addition to the initial cost, there is a monthly fee for using the service. If you are considering moving your file server to the cloud, you should estimate how much it will cost per year and consider whether the benefits are worth the cost to your company.
You need to comprehensively compare the costs involved compared to an on-premise environment, the amount of work that can be reduced by moving to the cloud, and the increased convenience, before deciding whether or not to implement it.
3. Low customizability
The third drawback is the lack of customizability.
As with any cloud service, unlike an on-premise environment, multiple companies use the services provided by the vendor. Therefore, compared to an on-premise environment where each company installs its own servers, the scope of customisation to suit each company’s operations is narrower.
If customization is essential for special operational needs, you may need to consider implementing or continuing an on-premises environment. Alternatively, you could consider using a “hybrid cloud” approach, where some data is managed on the cloud and only data requiring special operations is managed in an on-premises environment.
4. It involves different security risks than on-premise systems
The fourth disadvantage is that the cloud comes with its own set of security risks that are different from on-premises environments.
On-premise environments are isolated from external networks, meaning that security risks from external factors are relatively low. On the other hand, cloud environments require an internet connection, so there are potential risks, such as malicious third parties being able to access files if IDs or passwords are leaked, or confidential information being leaked to unexpected users due to improper configuration.
When sharing files externally or co-editing them, it is essential to take measures such as granting permissions only to truly trusted users and creating a system that can quickly detect inappropriate operations by employees.When moving a file server to the cloud, in addition to the security features that come standard with the service, you should also consider installing optimal security services and virus software.
Security risks and countermeasures associated with moving file servers to the cloud
Moving file servers to the cloud can lead to the following security incidents:
・File removal by an insider
・Confidential information leakage due to data sharing
・Data leakage due to unauthorized access by a third party
・Malicious malware infection of the file server
Specifically, damages include “mistaking the scope of access permissions and leaking confidential company information outside the company” and “important data being lost due to unauthorized data tampering or removal by an employee.” In addition, if a PC terminal infected with malware or a virus accesses a cloud server, the infection damage may extend to the server.
To prevent incidents like the ones above from occurring, it is necessary to take measures such as setting appropriate access permissions for files and encrypting data.Other effective measures include acquiring and monitoring access logs to take early action against risks, setting appropriate security settings for servers, and formulating security rules within the company to increase employee literacy.
If you are moving your file server to the cloud, we recommend LANSCOPE security measures.
If you are considering moving your file server to the cloud, we recommend security measures from LANSCOPE. Here we will introduce two LANSCOPE services that provide robust security measures.
1. Easy-to-understand visualization of SharePoint and OneDrive usage (LANSCOPE Security Auditor)
If you want to take measures against file servers provided by Microsoft 365, such as SharePoint and OneDrive, we recommend LANSCOPE Security Auditor, which clearly visualizes the operations performed by employees.
LANSCOPE Security Auditor makes it easy to detect employee “unauthorized file sharing” and “suspicious data access” through easy-to-understand audit logs.
Since you can see at a glance who did what, where, when, and in which app , you can quickly take action against any employee actions that pose a security risk. In addition, alerts are sent to both the administrator and the employee about any violations, making it possible to efficiently alert employees.
Furthermore, the console is designed to be easy to understand, and even administrators without security knowledge can operate it intuitively. This is also reassuring for those who have had difficulty using the standard logging functions of Microsoft 365 in the past.
2. Diagnose security settings for various cloud services (LANSCOPE Professional Services)
If you want to check whether the security settings of Microsoft 365, such as SharePoint and OneDrive used by your company, are appropriate, we recommend the Cloud Security Assessment provided by LANSCOPE Professional Services.
With the cloud security assessment, Microsoft 365 will check from a professional perspective whether your settings are optimal for security and provide an easy-to-understand report of areas for improvement.
Cloud Security Assessment Report
By conducting an assessment, you can identify and address configuration errors that could lead to incidents, such as administrator authentication configuration errors, access management configuration errors, and log management configuration errors.
If you are worried about the configuration of your company’s cloud server or are concerned about security, please consider this service.
summary
For companies considering moving their file servers to the cloud, we explained the differences between this and on-premise systems, as well as the advantages and disadvantages of implementing it.
