Deciding Which Data Storage Solution Works for You

Your business needs to store data like emails, documents, databases, graphics, audio files, and more. You may also be legally required to store and back up data for specified periods of time. So, how do you decide which storage solution works for you? Below are four basic solutions that may help you decide.

USB Flash Drives


  • They travel easily and can be shared between devices.
  • They can withstand being dropped and data is retrievable if the case is broken or wet.
  • Expanded Memory Capacity. They offer lots of storage space for their size available in 1 terabyte (TB) or larger.


  • Limited Space. They don’t have enough storage space for most business needs.
  • Can Be Lost. Because of their size, they are susceptible to loss or theft.
  • Viruses and malware can easily transfer to and from electronic devices.
  • Limited Life. They have an estimated 10,000 to 100,000 write/erase lifecycle.

External Hard Drives


  • They are small enough to carry. They can be easily stored off site or in a safe.
  • More Storage. They have storage space of up to about 10 TB.
  • They are low cost per TB and are easy and affordable to replace.


  • Limited Storage. Even with extensive storage space, they are still limited.
  • Can Be Stolen. The size of these drives makes them easy to steal and conceal.
  • Easily Damaged. They can break or damage data if dropped and are susceptible to overheating.

Online Storage


  • Off-Site. Files are safe from on-site security and safety issues.
  • Large files can be password-protected and easily shared with clients and partners.
  • In most cases, you can access your account anywhere with an internet connection and a web browser.


  • Speed Dependent. Access is limited by the network speed.
  • In 2018, cloud-based storage was a major target among the 62 cyber attacks per day.

Managed Storage Services


  • Full Service. Both digital and hard copy files can be stored. Files can be scanned from hard copy to digital and Scan On Demand may be an option.
  • Rigid staff and systems security are implemented.
  • There is no need for an in-house file storage consultant or management team.
  • Easy to expand on demand.
  • Cost-Effective. May be cheaper than other options depending on your needs.


  • Vendor-Dependent. Files are in the hands of a separate organization.
  • Must Ensure Compliance. Some organizations may need to ensure that the location and process of the service is compliant with your business’ legal requirements. Consider working with an ARMA member company.

Develop a Plan

Start your data management research by consulting a trusted IT advisor to know what system best meets your business’ current and future needs. Don’t wait until you need more storage before making the decision.

Docusafe provides a wide range of information management services, including managed storage, to businesses in New Jersey, New York, and Pennsylvania.

For more information, please call us at 888-264-7367 or complete the form on this page.

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