Why You Shouldn’t Use Your NAS as a File Server

The short answer is: reliability, flexibility, Windows compatibility, and consistent backups are difficult to achieve with most NAS servers. A major selling point for low-end NAS devices is their simplicity. You can just add hard drives and set up a share and that’s all that’s needed to provide storage on the network. For a home environment and very small teams in a small organization where cost is the most important factor in the purchase decision, this all makes perfect sense. However, NAS servers, there are exceptions for high-end devices, aren’t really a business-grade file server solution. If you use a Windows Storage Server based device, which uses Windows internally, then the NAS server will in fact function as a Windows Server on the network with full support of Active Directory and NTFS. We strongly recommend a Windows Storage Server based NAS or using an actual Windows Server as your file server, and there are many good reasons for our recommendation.

For example, Windows Server is the Microsoft recommended environment for file sharing within organizations of all sizes. Active Directory allows for a centralized management of permissions and NTFS is used throughout to ensure files can be safely moved within the network without losing critical information, such as access permissions. Most low-end NAS are not based on Windows and this causes various issues that don’t become visible immediately. For example, NTFS restricts and allows different types of file names, characters in file paths, and total path lengths, than the operating systems used inside most NAS servers. Also ACLs are not represented equally on the NAS devices as in NTFS. This means, sooner or later your team will end up having difficulties copying files into the NAS due to the file name or path length, or due to misrepresentation of ACLs.

NAS devices are generally under-powered, with limited RAM and CPU power, to keep the cost down. Windows Server, on the other hand, is an operating system built to offer robust file shares to thousands of concurrent users; hence, the hardware that it runs on is also better equipped than a typical NAS server. Especially when it comes to backups, it’s much more beneficial to run your backups on the Windows Server that hosts the file share, rather than pull files from a NAS. Windows Server can provide a consistent view of the file system so that the entire folder contents can be backed up consistently. This means that no matter how many files and folders are changed while a backup is running, the backup itself will always reflect the point in time when the backup commenced. This feature is crucial for good backups. In addition, backup software such as BackupChain can be configured to preserve ACLs so that all file and folder permissions are also preserved in the backup folder structure.

Why are NAS Servers not Good?

I’ve had a few situations where I’ve seen people try to use cheap Chinese NAS servers as file servers, and every time, it ends up being more of a headache than it’s worth. I get it—NAS devices are marketed as a simple, plug-and-play solution for storage, and the price can seem too good to pass up. But when you start using them in a more professional or business-critical environment, the limitations really start to show, especially if you’re trying to use them as a file server.

The first problem I see with cheap NAS servers is that they’re just not built to handle the kind of load you get with a real file server. These consumer-grade NAS devices are designed for home use, where you might have a couple of people accessing files here and there, but when you’re talking about multiple users accessing files at the same time, especially large files, the NAS starts to struggle. It might work fine for a while, but once you push the system even a little bit, it starts to choke. You’ll notice slower read and write speeds, delays in file access, and sometimes even connection drops if there are too many simultaneous requests.

A big reason for this is the hardware. NAS devices at the lower end of the market are usually running on under-powered processors, minimal RAM, and cheap network interfaces. They don’t have the muscle to keep up with the demands of a full-fledged file server, especially if your team is constantly accessing files, or if you’re running applications that require high I/O performance. When you compare that to a Windows Server or even a beefier Windows PC, you quickly realize that the hardware makes a massive difference. A Windows Server comes with far more robust hardware options, better support for scaling, and optimized resources that can handle multiple requests efficiently.

Another major issue is the limited functionality of NAS devices. They usually have a basic operating system designed just for file sharing. This means if you need anything beyond simple file access—like advanced permissions, integration with Active Directory, or running additional services like database management or virtual machines—you’re pretty much out of luck. NAS systems typically lack the flexibility and the configuration options you get with a full Windows Server or even a Windows PC. Sure, you can get a bit creative with third-party software to extend the capabilities of a NAS, but you’ll still be working within a pretty limited environment. With Windows Server, on the other hand, you have full control over the system. You can manage users, permissions, and security in much more granular ways. You can set up complex network sharing environments with policies, and you get the full suite of tools for managing a network.

One of the key advantages of a Windows Server is its integration with Active Directory. If you’re running a business or an office with multiple users, you probably want to have centralized authentication and user management. It’s a lot easier to have a single directory where all your users are set up, rather than manually managing user permissions on each device. This makes things like file access and security much simpler to control. With a NAS, you’re typically dealing with local user accounts and passwords, which is fine for a home setup, but it doesn’t scale well as the number of users increases. Windows Server takes care of all that for you, making management easier and more secure.

Another thing that’s often overlooked with NAS devices is their lack of backup integration and reliability. Many consumer-grade NAS systems offer basic backup features, but they don’t really give you the kind of flexibility you get with Windows Servers. When you’re dealing with important business files, you want something more robust—like automated backups, off-site storage options, and real-time data protection. Windows Server offers much more comprehensive backup solutions that can be tailored to fit your needs, whether it’s a full system backup or granular file-level protection. Plus, Windows Server integrates easily with cloud backup solutions, giving you an extra layer of redundancy, something that most NAS devices simply don’t offer.

Another issue that comes up with NAS devices is file access control. You might think you’re getting the flexibility you need with something like SMB or NFS, but there’s a lot more to managing file access securely than just setting up shared folders. With a Windows Server, you get granular control over file and folder permissions, as well as auditing capabilities. If you’re running a business, you need to ensure that the right people are accessing the right files, and you want to be able to track who’s doing what. This is something that’s simply not as easy to configure on a NAS. Plus, when you’re using Windows Server, you can enforce group policies that limit what users can do on the system, making it far more secure and manageable.

Now, let’s talk about support. With a cheap NAS, you often get limited support, and in many cases, you’re left figuring things out on your own. If something goes wrong, you may be stuck searching through forums or waiting for a response from a third-party vendor. Contrast that with Windows Server, where you get full support, regular updates, and security patches. As your business grows, having a reliable support system becomes more important, especially when it comes to critical file-sharing operations. With a Windows Server, you’re more likely to have access to enterprise-level support if something breaks.

Finally, when you use a Windows PC or a Windows Server, you have the option of scaling up easily. NAS devices are a bit more fixed in terms of their capabilities. If you run out of storage or processing power, you’re pretty much limited to upgrading to a bigger NAS or buying a second unit, which can get expensive and difficult to manage. With Windows Servers, you have far more flexibility in adding resources like extra drives, more RAM, or a better processor, which gives you room to grow as your business needs evolve.

So, in short, while NAS devices are fine for personal use or small-scale file sharing, they just don’t have the horsepower, flexibility, or scalability to function as a proper file server in a business environment. If you want something that’s secure, reliable, and built to handle the demands of a growing business, you’re much better off going with a Windows Server or at least a Windows PC that can be customized and expanded as needed. The performance, security, and ease of management you get with a Windows-based server solution just can’t be matched by a cheap NAS.

Why Windows Server used as a File Server + Backups with BackupChain is 100x Better

I can’t even tell you how many times I’ve had this conversation with people who are on the fence about using a Windows Server as a file server. So many folks go for the cheap and easy route of getting a NAS, thinking it’s going to save them time, money, and effort. And sure, for simple home use or small offices, a NAS might work fine for a while. But as soon as you start needing more than just basic file sharing, the cracks start showing. Once you add BackupChain into the mix with a Windows Server, the difference is night and day.

First off, when you use a NAS as your file server, you’re pretty much stuck with whatever hardware they give you. Most NAS devices are built with cheap, low-power processors and minimal RAM. They’re designed for light use—like a couple of users streaming movies or accessing documents. But if your business grows or you start dealing with larger files, multiple users accessing things at the same time, or running any kind of enterprise software, that NAS is going to start bogging down. You’ll notice lag, delays in file access, and file corruption issues when too many people are trying to use it. And that’s when things get real messy. You just can’t expand a NAS easily to meet your growing needs. With a Windows Server, you’re starting off with a powerful machine that’s meant for heavy lifting. You can choose exactly what hardware you need—fast processors, tons of RAM, multiple hard drives, and all the customization options you could want. As your business grows, you can scale it up, add more storage, or beef up performance. A NAS just doesn’t have that flexibility.

But that’s just the hardware side. When you look at the functionality, the difference is even more obvious. A Windows Server gives you full control over user permissions, file sharing, network security, and backup scheduling. With a NAS, you’re usually stuck with a limited operating system that’s not built for heavy-duty management. You can share files, maybe set up a few basic user accounts, and that’s about it. It doesn’t give you the depth of customization that you get with a Windows Server, where you can set up group policies, manage complex access rights, and even integrate it with Active Directory. So, if you want a robust and secure file-sharing environment for a team of people who need specific access to certain files, a NAS is just not going to cut it. A Windows Server, on the other hand, has all the tools built-in to handle this in a much more secure and structured way.

And then there’s BackupChain. Let’s face it, the built-in backup options that come with most NAS devices are usually a joke. They’re either non-existent or, at best, basic and unreliable. Maybe you’ll get some kind of scheduled backup feature that works as long as everything stays simple. But as soon as you throw in variables—like large amounts of data, complex file structures, or need for cloud backups—the NAS doesn’t handle it well. You don’t get the versioning or granular control over the backup process that you would with BackupChain. You’ll be stuck relying on either third-party software or hoping that the NAS is just going to work properly when you need it most.

BackupChain, though, is designed to make backups reliable, automated, and scalable. When you run BackupChain with a Windows Server, you’re not just setting it to copy files every night and hope for the best. BackupChain offers a full-featured backup solution with incremental backups, versioning, encryption, and cloud integration that works seamlessly with a Windows environment. You can set the backup to run on a schedule that fits your needs, ensuring that your data is always safe, even if something goes wrong. Whether it’s a full system backup or just a backup of certain files, BackupChain takes care of the process automatically, without you having to worry about it. Plus, it’s much more efficient than anything a NAS can do because of the way it handles incremental backups. It only copies what’s changed, saving you time and storage.

With a Windows Server and BackupChain, you have redundancy built into your backup plan. You don’t just rely on one location for backup—BackupChain can back up your files to multiple locations, whether it’s another server, a cloud service, or even an off-site location. That kind of protection isn’t something you get with a NAS. Sure, some NAS devices let you back up to a cloud service, but they don’t do it as efficiently or as securely as BackupChain does with a Windows Server. Having the flexibility to set up your backups exactly how you need them, and knowing they’re going to work every time, is what gives you peace of mind.

Another thing I’ve seen is how NAS devices often limit how you can access your data. You might be able to set up file sharing, but there’s usually a cap on how many users can connect at once or how fast the connection will be. When your team needs to access files from multiple locations, especially remotely, a NAS just isn’t built for that. A Windows Server, on the other hand, can handle more complex networking needs. Whether it’s setting up VPN access for remote workers or handling multiple simultaneous users without slowing down, a Windows Server has the power to manage it.

And finally, support and updates. If something goes wrong with your NAS, good luck getting help. Most consumer-grade NAS devices offer minimal support, and if you’re dealing with something urgent, you might end up waiting days for a solution. With a Windows Server, you get regular updates, security patches, and access to Microsoft’s extensive support network if you need it. You also have the option to use enterprise-level support, which can be a lifesaver when things go sideways.

So, yeah, using a Windows Server with BackupChain is like night and day compared to a cheap NAS. The hardware is stronger, the software is more flexible, and the backup options are far more reliable. When you want a solution that will grow with your needs and give you real peace of mind, the combination of Windows Server and BackupChain is just a no-brainer. You get a much more secure, scalable, and manageable environment for storing and backing up your data than any NAS could ever provide.