How To Guide
How to Set Up NAS for Centralised Storage
A NAS provides centralised storage accessible to everyone on your network. It is cheaper than cloud storage for large data volumes and keeps your files on-premises under your control.
Overview
NAS devices from Synology, QNAP, and Astera are essentially small servers dedicated to file storage. They offer RAID redundancy, user access controls, remote access apps, and extensive package ecosystems for backup, surveillance, and more.
Step 1: Choose and Set Up Hardware
Select the right NAS and drives for your needs.
1
Choose Your NAS
- 1-5 users: 2-bay NAS such as Synology DS224+ (from about 250 pounds)
- 5-15 users: 4-bay NAS such as Synology DS923+ or QNAP TS-464 (from about 500 pounds)
- 15+ users: Rackmount NAS or dedicated file server
- Choose NAS-rated hard drives designed for 24/7 operation: WD Red Plus, Seagate IronWolf
- Calculate storage: Total data x 2 for RAID 1 mirroring, or x 1.33 for RAID 5
- Budget for drives separately — NAS units usually ship without drives
- Consider SSD cache drives for frequently accessed files
2
Physical Installation
- Place the NAS in a cool, ventilated location away from direct sunlight
- Connect to your network switch via ethernet (not Wi-Fi)
- Use a UPS (uninterruptible power supply) to protect against power cuts
- Install drives according to manufacturer instructions (usually tool-free trays)
- Allow space for airflow around the unit
- Connect to the same VLAN as your file server segment
3
Initial Software Setup
- Power on and wait for the NAS to boot (2-3 minutes)
- Navigate to the manufacturer's setup URL: find.synology.com or install.qnap.com
- Follow the setup wizard to install the NAS operating system
- Create your administrator account with a strong, unique password
- Configure RAID: RAID 1 (mirror) for 2 drives, RAID 5 for 3+, RAID 6 or SHR-2 for 4+
- Set the NAS hostname and IP address (use a static IP)
- Enable automatic DSM/QTS updates for security patches
Warning:
RAID protects against drive failure only. It does NOT protect against accidental deletion, ransomware, fire, or theft. Always maintain separate backups of your NAS data.
Step 2: Configure Storage and Access
Set up file shares, users, and permissions.
1
Create Shared Folders
- Create a folder structure matching your business: Departments, Projects, Clients, Templates
- Set permissions at the folder level: Read/Write for contributors, Read-Only for others
- Enable the Recycle Bin on each shared folder (safety net for accidental deletions)
- Enable file versioning so previous versions of files can be recovered
- Set quota limits per user or per shared folder if storage is limited
- Use descriptive folder names and document the structure for new employees
2
Set Up Users and Groups
- Create individual user accounts for every team member (never share accounts)
- Create groups matching your departments: Management, Finance, Sales, IT
- Assign folder permissions via groups rather than individual users
- Enforce strong password policy: minimum 10 characters, complexity requirements
- Enable two-factor authentication for administrator accounts
- Disable the default 'admin' account — create a named admin account instead
- Set account lockout after 5 failed login attempts
3
Map Network Drives
- Windows: Right-click This PC → Map network drive → enter NAS path
- Use format: \\NAS-NAME\SharedFolder
- Mac: Finder → Go → Connect to Server → smb://NAS-IP/SharedFolder
- Set drives to reconnect at logon for convenience
- Use Group Policy (in domain environments) to auto-map drives
- Test access from multiple devices to verify permissions are correct
4
Enable File Services
- Enable SMB (Windows file sharing) — primary protocol for Windows/Mac
- Enable AFP only if needed for legacy Mac compatibility
- Enable NFS if you have Linux workstations
- Disable any protocols you don't need to reduce attack surface
- Enable encrypted connections (SMB signing, encrypted transfers)
Step 3: Remote Access and Backup
Access your NAS from anywhere and protect the data.
1
Enable Remote Access
- Synology: Enable QuickConnect for simple remote access via relay
- QNAP: Enable myQNAPcloud for remote connectivity
- For better security: Set up VPN on your router and access NAS through VPN
- Install mobile apps: DS File (Synology) or Qfile (QNAP) for phone access
- Enable HTTPS for all remote web interface connections
- Set up DDNS if you need direct access without relay services
2
Backup the NAS Itself
- Connect a USB external drive to the NAS for local backup
- Schedule automated backups: Synology Hyper Backup or QNAP Hybrid Backup Sync
- Set up cloud backup to Backblaze B2, AWS S3, or Wasabi for offsite copy
- Enable versioning in backups to protect against ransomware
- Rotate USB backup drives: keep one offsite at all times
- Schedule backups for off-hours to avoid impacting user access
3
Test Recovery Regularly
- Perform a test restore from backup every quarter
- Verify that restored files are intact and accessible
- Document the full recovery procedure step by step
- Time the recovery process to establish your actual RTO
- Test both file-level and full system restore scenarios
- Keep recovery documentation accessible outside the NAS (printed or cloud)
Pro Tip:
The most common backup failure is never testing the restore. A backup you have never restored from is a backup you cannot trust.
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