Determining exact storage needs is a challenge for businesses of all sizes and types. Even though the cost of storage devices has dramatically dropped in recent years, itstill makes a significant impact on the overall IT expenses of companies, particularly for small businesses. In this article we will discuss some storage solutions that small businesses may utilize, as well as some of the challenges to watch out for.

Type of Data
The first step to take in determining the amount and type of storage that will be needed is to figure out exactly what kind of data will be stored and how frequently. Even more important is the fact that different departments or functions have varied storage requirements.  Described below are some of the different types of storage that you may wish to consider while analyzing the needs and requirements for storage systems.

Documents Storage – For most businesses, document storage is perhaps the most common type of storage requirement. This type of storage includes text documents, presentations, spreadsheets, and similar types of files. These document file types are usually smaller in size and infrequently accessed for viewing and editing purposes, so may not have specific hardware requirements.

Database Storage – Database storage is another important requirement for any small business. This type of storage would includes data for; financial systems, customer relationship management, email and similar applications. The important characteristic of this type of data storage is the level of frequency at which it is accessed and manipulated. There are a lot of software solutions which use ‘out of box’ database software like MS SQL, MySQL and Oracle which are optimized for maintaining large databases and support a variety of hardware systems. However, there is some software which use proprietary database engines and may have specific hardware requirements.

Media Storage – Media storage includes audio visual data such as video files, music files, and photographs. This type of storage may constitute only a very small percentage of the data storage for most businesses. However, for some specialized businesses, such as  media production companies, this type of storage may be the most critical type of data storage requirement. Due to the nature of this data, each file can command comparatively larger chunks of storage space than other data types

Data Access
It is typical that most companies have a need for all of the above types of storage in varying degrees. However, it is important to identify the balance between the storage requirement and the type of data being stored. Other factors which need to be identified can include how frequently the data will be accessed or modified and the method of access.
Frequency of Access:  Frequency of access addresses how often the stored files will be accessed for modification and manipulation. If the stored media is accessed frequently, it will need to be stored on high speed storage drives, which are usually more expensive. However, if not accessed frequently, then one may get away with storing it on less expensive varieties of media storage.

Method of Access: Another factor which needs to be identified while analyzing the need for small business storage is how the data stored will be accessed. Data will typically be accessed over a local area network or the Internet or on a single storage drive. Therefore, depending on the access method, different types of storage media will be preferred. Once the usage pattern for storage has been identified, there should be a good understanding of storage requirements for the business, as well as the amount of storage space that may be needed to store the data.

Types of Storage
After identifying the requirements of the storage, the next step is to analyze the kind of hardware that would be required for fulfilling the storage needs. Let’s look at the various categories of hardware storage solutions available.
Network Storage: Data stored on a network, be it a local network or over the Internet, is usually accessed or repurposed by multiple people. In order to deliver the stored data to multiple people, the storage device has to have high read-write speed. Without  a high read-write speed, corruption of data or hardware failure may occur. Such advanced speed devices are usually on the more expensive side as they requires a more sophisticated technology to deploy. As of recently, advances in Solid State storage devices has been improving in terms of performance, while  reducing the pricing for network storage.

Local Storage: If the storage is done on a local platform then there will only be a single read /write stream to the data storage device itself. This means that concurrent pressure on the read-write stream will be far less  than what would occur on a network storage device. Less pressure also means that it is possible to have a lower read-write speed, which in turn makes it possible to use less expensive storage devices solutions.

Backup Storage: Backup storage is another critical segment of the storage system that is needed by any company. It is important to keep in mind that no matter what storage device is used, it is never fail proof. For this reason it is important to have storage redundancy. A critical characteristic which differentiates backup storage from active storage is that the frequency of read-write activity on the backup disks is far less than on storage devices with operating systems running on the same system. Hence it is ultimately cheaper and easier to have independent, high capacity storage devices as backup storage devices.

Redundant Array of Independent or Inexpensive Disks (RAID) storage devices are a highly reliable storage and backup solution which replicate the data across multiple disks in real time. Hardware RAID storage devices can be much more expensive than your typical network attached or single disk solutions. However, they do provide superior insurance against data loss occurrences. A common RAID alternative to consider is software RAID.  Since it is beyond the scope of this article to fully discuss this method of storage, please use the following links for more information:
http://en.wikipedia.org/wiki/RAID
http://www.adaptec.com/NR/rdonlyres/14B2FD84-F7A0-4AC5-A07A-214123EA3DD6/0/4423_SW_HWRAID_10.pdf
External/Removable Storage: Removable storage devices can be connected to, and moved among various systems. These devices may include external hard drives, magnetic disks, flash disks, and optical disks, among other devices. With an understanding of various types of removable storage requirements and the solutions available, the exact type of solution required can be determined after analyzinge the specific business needs.

Network Storage: Depending on the number of systems connected to the network or the storage of data on the website, the capacity of the network devices needs to be analyzed. Once this requirement is determined, the number of concurrent read-write operations that may take place needs to be considered. The more concurrent read-write connections exist, the higher the operation speed the device should be.

Storage Requirements

Local Requirements: No matter how advanced the network available to the business systems is, every network has a requirement for local storage, which includes  the operating system, the software running on the local machine, and  the network software. Since a large number of people are not expected to have concurrent read-write operations on the systems, it is possible to use have a lower speed device for this purpose. However, the local device should still have enough capacity to run the operating system and store the required data locally.

Backup Requirements: The storage capacity of the backup devices needs to be analyzed in connection with company IT policies concerning how often and how much data backup is regularly required.  Since the backup devices are not required to be under the constant stress of a read-write stream, it is possible to utilize a device with high capacity and lower operation speed.

External/Removable Requirements: Depending on the need for data mobility, regardless of the network, the space needed to store the files may be analyzed and external storage devices can be made available to key personnel who may need the data at any given time. These devices may include optical drives like DVDs and CDs, or external hard disks with high storage capacity.

How to Avoid Common Storage Pitfalls
Perform Regular Backups: No matter what storage device is used, there is always a possibility of storage device failure. Storage devices can suffer physical damage or may be impacted by electro magnetic fields, as well as other situations which may result in data loss. Because of this it is imperative to ensure that regular backups of all company data is routinely performed.

De-Fragment Regularly: If the device can be defragmented, such as a hard disk or a flash device, then regular defragmentation of the storage device can help with better conservation of the space, increasing the operation efficiency, and reducing overall wear & tear of the storage device. Defragmentation of the storage devices can consume a great deal of time if it is not done regularly. The overall increase in the efficiency of the device and potential for more usable drive space makes this time well spent.

Enforce Redundancy: With the prices of storage hardware lower than they’ve ever been, it is relatively easy to have a data redundancy (backup) system in place. There can be backup on a local level or it may be an option to have it located offsite. Many companies with a requirement for high data security choose to have offsite backup located in multiple locations.

Formal Data Policies: All companies should have formal data policies which define what roles and permissions  each level of personnel may have with regards to data access. It is also important to include within the policies how the data should be accessed, manipulated or transported.

Data Security: Data security is an extremely important consideration – not only with regard to physical security, but also security from hackers, espionage and accidental losses. As part of a good security system, all sensitive data that could damage or be used against the company should be encrypted and access to it strictly controlled. Audits of security procedures by accredited third parties is highly recommended for situations where the data security is highly critical; such as product formulas, proprietary processes, R & D results, etc.

In today’s world of networking, Internet based computing and telecommuting, the preservation and security of data is key to the prosperity and survival of a company. The risk of of losing that data, or losing control of it, could very well cripple an organization. Therefore taking proper steps to preserve and secure it are crucial for the maintainance, growth, and success of any type of business regardless of size.

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