What can I do with my new NAS?

Using a Synology NAS for everyday work, security and backups

You have a NAS. What should you set up first?

A NAS gives a business or independent professional a small data centre,
under their own control. You can use it to share files with your
team and protect your work from hardware failure, mistakes and
cyberattacks.

This guide explains what you can do with your NAS , from shared folders and secure remote access to bare-metal backups with Active Backup for Business.

What a NAS does for your day-to-day work

Shared network folders

A NAS can host a shared network folder that appears on each computer as a network drive, such as Z:\Work.

• Your team can open, save and organise documents there without emailing copies around.
• Files are stored in one place, and permissions determine who can see or edit them.

This cuts down on USB drives, duplicate files and conflicting document versions.

Automatic sync with Synology Drive

With Synology Drive , each computer can have a folder that syncs automatically with the NAS.

• It works much like Dropbox or OneDrive, with the files stored on your own server.
• Saving a file syncs the change in the background.

If a computer fails or needs replacing, reconnect Synology Drive on the new computer to retrieve the synced files.

Secure remote access over a VPN

A NAS can support remote working over a VPN:

• The VPN sets up an encrypted connection between your device and the office network.
• Once connected, you can use the same folders and resources as you would in the office.

It helps teams work securely from home, while travelling or across several locations, subject to the organisation’s security policies.

Private folders for individuals

Alongside shared spaces, you can create a private folder for each user:

• . Only the user and, if your policy allows it, administrators can access that space.
• It’s useful for drafts, notes and documents that aren’t ready to share.

You can give people a private workspace and still keep shared material easy to find.

Bare-metal backups with Active Backup for Business

A Synology NAS can also help you recover from a failed computer. Active Backup for Business lets you create bare-metal backups of workstations and servers.

What does “bare-metal” mean?

• A bare-metal backup stores a full system image, including Windows, applications, settings, user accounts and data.
• If a computer is damaged or its drive fails, you can restore the system as it was at the time of the backup onto a replacement drive or compatible computer.

Benefits:

• Faster recovery after a failure.
• Less downtime and lower incident costs.
• Can form part of a 3-2-1 backup strategy

. Instead of rebuilding a workstation by hand, you can restore its operating system, applications and data together.

Version history

A NAS can keep previous versions of your documents.

• If you overwrite a contract or remove a section by mistake, you can restore an earlier version.
• It is especially useful when several people work on the same file.

It gives the team a way to recover from routine mistakes.

Organise folders by project, client or department

Replace folders scattered across individual computers with a common structure:

• . Group files by client, project, year or department to suit your work.
• Set permissions for who can view or edit each folder.

This keeps business records available to authorised staff when an individual is away or leaves.

Secure file sharing with people outside the business

A NAS can generate download links to share documents with customers, suppliers or external partners.

• Links can have passwords, expiry dates and usage limits.
• This makes it easier to send large files without attaching them to emails or relying on a separate transfer service.

You retain control over how files are shared.

Backups for applications, servers and business data

A NAS can also store backups of:

• Servers (physical or virtual).
• Important applications (ERP, CRM, management software, etc.).
• Databases.

Keeping these backups available for recovery is an important part of business continuity.

Access from phones and tablets

Apps such as Synology Drive let you reach your NAS folders from a phone or tablet:

• . Look up documents during meetings.
• Share an urgent file while away from your desk.
• Find internal documents during a visit to a client.

Access follows the permissions and security policies you use at the office.

Examples of how businesses use a NAS

These examples show how the same technology can support different kinds of work.

A law firm

Four lawyers share an office and manage separate cases.
They used USB drives, email and duplicate folders to exchange documents.
With the NAS, each has its own private folderbut also a shared area for the cases they work on together.
Pleadings, claims and supporting evidence are stored with permissions suited to each case.
With a backup in place, Active Backup for Businessa failed computer can be restored within a few hours in this example.
The files stay in-house, which helps the firm control access to confidential client records.

An advertising agency

A creative agency works with designers and editors in different cities.
A commercial cloud service had become expensive and gave the agency less control than it needed.
The NAS now acts as a central server. Staff connect over the VPNand open their shared folders to collaborate on the same files.
The version history lets designers retrieve an earlier version without losing their current work. The team can keep files in sync without relying on a public cloud service.
Staff can work together while the agency retains control of the files.

An accountancy practice

A practice with dozens of clients needed a safer way to exchange sensitive documents.
The NAS was configured with one folder per client, with separate credentials for each client.
Clients upload invoices and download tax forms from their own folders.
The practice also makes automatic bare-metal backups so it can recover its systems after a failure.
Clients get a dedicated place to exchange confidential records.

A school or training centre

A school with several classrooms uses the NAS as a central library for teaching materials.
Teachers upload their presentations, videos, or exercises to specific folders.
Computers in each classroom have access read-only access so staff can display the materials in class.
Presentations, videos and exercises are kept in one place without needing a USB drive in every room.
When a teacher updates a file, every classroom can open the latest version.

An architecture studio

The studio handles large files, including plans, renders and 3D models.
Designers access the same project over the local network.
The Version history lets them compare older plans with current revisions.
And with the bare-metal backups, the studio can restore a failed workstation onto compatible equipment and cut downtime.

A clinic or psychology practice

Healthcare records require careful access controls.
The NAS can store records, reports and consent forms in encrypted storage, with access limited to authorised staff.
With a VPN secure VPN, practitioners can consult records from home or another site.
Automated backups help protect those records if equipment fails.

An online shop

A small retailer stores product photography, specifications and other documents on its NAS.
It automatically backs up the website and database so they can be restored after a hosting outage or security incident.
Marketing staff work from shared folders, and the administrator can check the system remotely.
The shop gets a central place to work and a way to recover its data.

Getting more from your NAS

With the right setup, a NAS can be a file server, a private cloud and part of your backup system.
. It helps your team share files, manage access and recover from mistakes or failures.

We can set up your NAS, automate bare-metal backups and configure it around the way your business works.
We’ll help you choose the features you’ll use.