Data Synchronization
From MissionTechWiki
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Description
Data synchronization is the process of accessing the same data across different computers. For example, you may want to have multiple people having access to one spreadsheet.
This is a simple concept, especially when everyone is at the same location. But as soon as you add distance to the equation, things get more complex.
Different Approaches & Tools
File Server
The simple solution that many offices use is to have the file stored in one place that is accessible to all the clients. A file-server in a mission organization does this just fine, using file-locking mechanisms to control what happens if more than one person uses the file at the same time. This works very well when everyone is within the same building, but has issues when people start traveling.
Synchronizing Folders
Microsoft has the concept of synchronized folders built into a number of their operating systems. This allows people who are running around the country to synchronize back up when they get back to the main office. This results in multiple copies of the same file being out there, resulting in potential issues when two people make changes to the same item at the same time.
File server and Hamachi (A VPN)
A second solution is to set up a VPN so that remote workers can still access the files on the server. There are many VPN tools, some of which are simple to set up, and some of which are complex. VPNs use encryption, and that encryption takes processing power on your VPN end-points, usually limiting the number of concurrent connections. One simple VPN that can be used for a limited number of people is Hamachi (if you have more than 10 people accessing your server remotely, you will want to use a different VPN solution).
Google Docs (Microsoft 365, etc)
Google Docs stores all your data on the cloud, making it equally accessible from the home or the office. There are various security issues with this sort of solution, from privacy concerns to relying on your Internet connection to work. There are various sorts of applications that do not work quite as well, for example, if the shared data is in the form of a database, these online systems have limited ways to do that.
Dropbox (client to client)
Dropbox and similar tools can synchronize directories of data to the cloud and from there to the client computers. When a file changes on one computer, it copies that file to every other computer, even if it takes a while to get there.
Once again, there are various security concerns with these sorts of products. Whenever someone outside your organization stores all your personal and mission-specific data, you will want to ask some serious questions about how this is done. One good thing to do is to make sure you encrypt all your password and financial information, even though it is "encrypted" in the cloud. Most of these services have the capability for the company to access your data (they retain your encryption/decryption keys). This is important for them, as it allows you to access your files through their web-portals, as well as installing the client on another computer and getting your files back. But it means that your password is very important, and if someone finds a way to sniff that password, all your files may be at risk.
iFolders (open-source / You Host solutions)
There are various servers you can use to host your own file synchronization system where all the files are stored on your own system instead of in the cloud. While this helps with the security issue, it does mean that the backup of those servers is up to you.
iFolders is an opensource application for file-synchronization to allow you to have control of your own files. It does not track past versions, but does allow you to have a web-page to download individual files from if the computer that has the ifolders application is not working. Ifolders works very nicely, but can be a pain to install.
Groove (an application to do it)
Microsoft Groove has the ability to have files, databases, contacts, and other complex data synchronized between computers. The amazing thing about Groove is that it does an excellent job with complex and very large data. It may take some time, but Groove works even across bad Internet connections in very remote places. The main down-side to Groove (besides the price-tag) is that it can be a real CPU/memory hog. But for the people who think the way that Groove works, it is truly amazing tool.