If your current server is aging, sluggish, or becoming increasingly unreliable, it might be time to consider alternative solutions. The right option depends largely on how your business operates and what systems are in place. While some organizations may still need a traditional server setup for specialized software, others are in a great position to upgrade to more flexible, cloud-based options. A consultation with an experienced IT professional can help assess what makes the most sense.
Why Move Away from Traditional Servers?
Secure File Access from Anywhere
Workforces have become more mobile. With remote and hybrid work environments now the norm, employees need consistent and secure access to shared files no matter where they are. While on-premise servers can allow for this through VPNs or Remote Desktops, these setups require ongoing maintenance, licensing, and reliable internet connections. Performance often suffers if the server hardware is outdated or improperly configured.
Cost and Maintenance Considerations
Servers are expensive—not just to buy, but to install, configure, and maintain. Migration, data transfer, and hardware selection all require technical expertise. For businesses that rely on shared software hosted on servers, this investment can be worthwhile. But if all your team needs is a way to access and collaborate on files, there are more streamlined (and affordable) options available.
Cloud-Based File Sharing: SharePoint and Google Drive
For businesses not tied to legacy software, platforms like Microsoft SharePoint or Google Drive provide powerful, secure file sharing options. SharePoint, for instance, allows employees to access files securely via the Microsoft 365 portal. Permissions can be customized at the site, folder, or even file level—making it easy to control who sees what, whether it’s across departments or with external collaborators.
These platforms also streamline onboarding and offboarding. Access is tied to user accounts, so permissions can be granted or revoked instantly without losing important company data.
Syncing with File Explorer
Some staff may resist changes to how they access files. Fortunately, Microsoft allows SharePoint folders to sync directly with File Explorer, offering a familiar folder interface that integrates easily with Word, Excel, and other Office tools.
What About Google Workspace?
Companies using Gmail and Google Workspace can take advantage of Google Drive for shared file storage. While documents are stored as Google Docs or Sheets, they can be downloaded in traditional formats when needed. Google’s Backup & Sync tool also allows users to access files locally through File Explorer, even though they’re cloud-hosted.
Security Considerations in the Cloud
A common concern when moving away from physical servers is file security. However, both SharePoint and Google Drive offer strong protection. Multifactor authentication adds an extra layer of defense—even if a password is compromised, unauthorized users are unlikely to gain access.
Cloud storage removes the need for VPNs and Remote Gateways, which can be failure points in traditional setups. But it’s still essential to implement strong internal policies, access controls, and backup protocols.
What If My Business Uses QuickBooks or Other On-Prem Software?
Some programs—like desktop versions of QuickBooks or industry-specific applications—still require a traditional server or dedicated workstation. If the software is only used by one person, a secure computer with remote access might suffice. But for multi-user access, a more robust solution is necessary. Either way, these systems should be properly backed up to prevent data loss in the event of hardware failure or cyber incidents.
For those looking for reliable IT support, having a team that can tailor solutions to your business needs—whether that includes maintaining a server or setting up cloud-based alternatives—is key.
Working with Large Files in the Field
Industries like architecture and engineering often work with massive file sizes that are better handled locally. In these cases, a VPN connection to a traditional server might still be more practical than downloading and uploading from the cloud, especially in locations with spotty internet.
Does Cloud Storage Affect Computer Performance?
Generally, SharePoint and Google Drive won’t slow down your device. However, performance will depend on your internet connection, especially when syncing large files or saving changes. This is also true for VPN-based access—slower connections will always lead to slower file transfers.
Are Backups Still Necessary?
While Microsoft and Google store data across multiple secure data centers, it’s still smart to have an external backup. Mistakes happen—employees may accidentally delete important files.
SharePoint has a 90-day recovery window, but regular backups to an offsite or local device add peace of mind and protection against ransomware or accidental data loss.
So, What’s the Right Fit?
The best solution depends on your company’s software requirements, workflow, and budget.
Whether it’s upgrading an existing server, transitioning to a cloud-based platform, or setting up a hybrid environment, working with an IT partner that understands your goals is essential.