The flash drive should have its name changed to ‘wow, my files went missing in a flash’ drive. Why? Because when compared to document management software (DMS), the flash drive has many drawbacks as a medium for information interchange and data backup. If that weren’t enough, we compiled an additional 8 reasons that will surely dissuade you from ever relying on a flash drive again.
8. Small Things Go Missing Easily
Although flash drives are championed as technologies that acquire greater storage capacities in increasingly smaller devices with each passing year, there’s a reason the flash drive is also affectionately referred to as a ‘thumb’ drive: It’s about the size of a thumb, and if that thumb wasn’t attached to your hand, it would go missing from time to time – even if you tried very hard to keep track of it.
7. DMS Survives, Flash Drives Die
At some point near flash drive technology’s peak of inflated expectations (roughly 20 years ago), we’ve all decried, at one point or another, its dying on us and dispatching the information with which we entrusted it into the annals of oblivion. In fact, if there was a horror film where a wanton killer stalked a group of personified yet outdated technologies, the flash drive would get the axe first – rolling over and croaking without a fight. However, DMS backs up all an organization’s data with Multiple Points of Presence (MPoP)s, making data redundant and impervious to any threats of loss.
6. Flash Drives Become Infected
The stress we’ve associated with all the troubles flash drives have caused us are so acute that this stress has been somaticized into biological terms – many tech pundits stating that these flash drives can become ‘infected.’ However, ironically, once the flash drive is infected, it’s nowhere near as potent at reaching recovery from said infection when contrasted to the human body. Don’t believe us? Researchers from Security Research Labs have proven flash drives can be infected with myriad viruses at a Black Hat Security Conference in Las Vegas. What’s more, these infectious viruses are insidiously difficult to identify and trace.
5. Sometimes Flash Drives Aren’t Recognized
And this is the case for two reasons: 1) No flash drive since the first one invented by Amir Ban in 1999 has ever deserved recognition for its innovation, and 2) Flash drives are frequently not recognized by a computer’s USB port. It’s either happened to us at one point in our lives or we’ve seen it happen to someone else – someone stores information on a flash drive and puts it into a computer in front of an audience awaiting a presentation of some sort, and the information on the flash drive remains unrecognized – leaving the anxious presenter with few rerouting methods. Consequently, the savvy audience members retrieve their phones from their pockets and spend time doing something productive with their document management software mobile app – silently enjoying this state of productivity until the presenter who brought his flash drive is done delivering his speech extemporaneously.
4. Flash Drives Are Unauthorized Users’ Playground
If your flash drive goes missing (see point #8), anybody can use it. You may as well staple your sensitive information to a curbside utility pole like you would a picture of your dog if that furry bundle of joy went missing. Also, speaking of furry bundles of joy, your pet may just mistake that flash drive for a bone and mistakenly swallow it (see point #8 again). And, as much as you may love your pet dog, surely it doesn’t qualify as an authorized user of your flash drive. However, DMS helps organizations sidestep unauthorized user issues through role-based user permissions—ensuring only that the right employees have access to sensitive information.
3. DMS Makes Sending and Sharing Information More Secure
Commonly used as a makeshift means of delivering large amounts of data from one place to another, the flash drive is neither the most efficient nor secure way of doing this. With the AES 256-bit, bank-grade encryption file sharing service of SecureDrawer, not only can information in transit be handled more securely – it can also be transferred more quickly.
2. The Flash Drive Was Never Built for the Enterprise
Simply put, the flash drive was never meant to be used in SMB or large scale enterprises. Even as late as 2013, IBM’s Barry Whyte, an expert on flash memory technology, went on record stating that ‘today’s flash drive is “the opposite of what you want in an enterprise-class drive.” On the other hand, eFileCabinet’s DMS was built by a team of developers to address enduring issues within the space of the enterprise, and as innovation continues to grow, so too will the utility gap between the flash drive and document management software. The flash drive, as an easy-to-lose, individualized version of the shared drive (another outdated technology), also lacks collaboration features inherent to document management software such as workflow, versioning, and secure file transfer. And even though some flash drives today can store as much as a computer’s hard drive, this storage alone doesn’t sufficiently meet the compliance and collaboration standards imposed by the competition of today’s marketplace.
1. The Cloud Has Pushed the Flash Drive into Obsolescence
Cloud storage now completely trumps the flash drive as a method of storage, despite being just a small part of what comprises cloud-based, online document management software in its entirety. The cloud can store so much at such a low cost while simultaneously keeping pace with data compression technology, making its coupling with DMS a serious force to be reckoned with.