All of the editable files for FSP Realty will live on a file server. The main reason for this is to keep these files within FSP Realty. FSP Realty will provide the storage space for the file server, and make sure all files on the server are always up to date, and the newest version is always available without paying a large subscription fee. This will be the main reason your computer’s work profile will need to connect to the realty through a VPN?.
One reason for keeping the files on the server is the fact that all of these files are considered as property of FSP Realty. This means the files does not belong to you as the employee even if you created the document in question from scratch. This is by the way one of the reasons you are employed, and receiving a paycheck. Since these files belongs to FSP Realty, it will be unethical to take the files off the server, or even copy them if you have no need to copy the file.
The second reason is confidentiality. FSP Realty takes pride in providing confidentially with the tenants. Anyone calling asking if a tenant resides in a property owned by FSP Realty will be told that the information will not be disclosed. Any reports with the company will be saved here, and again – not disclosed to the world without a warrant. This is the main reason you as the employee is required to sign an NDA.
The third reason is file security. If the file could be moved from the file server, and stored in someone’s computer – that means the other employees do not have access to the file. This will be why all employees will only have edit, and read access to the files. You can edit the file, but you can not copy the file. Malicious activity will be logged, and reported to the police for destruction of digital property. The file server will also have backups to reduce the chance that such malicious activity has a minimal impact on the business. Any files that are final will be converted into a .pdf file. Any OS I know of can support reading .pdf files, but I only know of Adobe Acrobat to be able to edit files. Other word processors can export as .pdf, but still can’t edit them.
Another reason for a file server is cost savings. To host the files on an online storage service such as Dropbox will become expensive, and limiting. If FSP Realty stops paying for this subscription, then all files will be lost. There is also no guarantee on the encryption capabilities. The hosted option just does not make any sense. When the need arises, I will spend the night upgrading the storage on the file server. This will be done to increase the capacity of the server, however – to reduce the demand to doing this anytime soon, the largest capacity drives will be acquired.
If you are using Linux, or MacOS, you should see the file server in your file manager. If you are using Windows, you will have to map the network drive, and assign it a letter for you to be able to access the file server. Check Microsoft’s documentation to learn how to do this.