A network-attached storage (NAS) device isn't just another computer on the network. On your PC, you'll have a folder structure with one dedicated to documents, downloads, desktop, and pictures. That's usually how many Linux distros, macOS, and Windows handle things. It works fine for storing files locally, but things can quickly spiral out of control when you've added a few files to the system.

Backups became messier thanks to needing to picking and choosing what actually got included with each snapshot. Data was often duplicated. I lost count how many copies of our wedding album I had on my main PC. That's not necessarily a bad thing since I enjoy being reminded of that wonderful day, but it's wasted space when I only require one, or better still none since they're backed up elsewhere.

The issue with this approach is that it's instilled in our memory. We treat almost every other device and OS the same way, and the NAS is no exception.

Don't treat your NAS like a PC

But it's fine to use it as a server

A NAS is a powerful tool in your home lab and smart home arsenal. It can run powerful software like Home Assistant, effectively creating a centralized hub for all your smart home equipment. It can allow you to self-host finance tools, entire office suites, media streaming packages, and more. But a NAS can also hold countless files, offloading much of the burden from your PCs and mobile devices.

The issue with a NAS is how you go about setting it up for storage. If you go about it like you would a PC, you're going to hit the same roadblocks. Instead of mirroring an OS default, which isn't the best approach anyway, you can plan ahead for multiple users, automated backups, and services that may require access, such as Plex or some other Docker app. PC systems are optimized for daily usage.

A NAS is good for long-term storage and should be configured as such. Not all folders will share the same weight of importance. Some may be vital to keep safe while others are almost obsolete. If you're backing up entire system structures, you may even end up with countless temporary files, which are the worst thing to add to your network storage. Capacity may be in the TBs, but this can quickly run out.

Combining personal areas with services that require access to specific folders can become quite the sticky situation if it's not planned out properly. Should you have all media stored under a user, the right permissions need to be set and access granted for something like Plex or Immich to access files. The worst case is a blanket full access granted to everything on the network. It's vital you main smart about how the NAS is to be used.

Think of a NAS in terms of data

Users are second-class citizens

I completely changed the way I stored data by cutting down on what's saved onto the NAS, including old backup snapshots that I'd never require, and altering how I thought about data. I organized it by what it actually is and not who will require access. This revolutionized my NAS since it allowed me to clear it from clutter and make sure everything is in place for further expansion. Want to fire up a new service that needs access? A two minute job.

The NAS is more like an enclosed data center than a PC. It has all the same internals, sure, but the OS is entirely different. I first mapped out how I wanted to tidy up my network storage. I defined some categories for all our data, including critical, reproducible, and system, as well as bulk files for essentially everything else. This alone resulted in clearer backup policies and easier automation when I introduced scripts into the mix.

Here's an example setup I penciled in when looking at ways to better catalog everything we had stored already on the NAS:

/data
|-/media
|--/movies
|--/music
|--/tv
|-/documents
|-/photos
/services
|-/nextcloud
|-/immich
|-/frigate
/backups
|-/pcs
|-/servers
/misc
|-/downloads
|-/temp

Notice how there's no mention of a user account or home for profiles yet? It's all focused on data, services, backups, and miscellaneous directories. For my NAS backups, I can configure specific rules for user homes, as well as data, etc. Media doesn't change much, so it's backed up the least often, whereas services and backups will require more frequent snapshots.

Restores are less messy

It's quicker, easier, and more reliable

When we're down with temporary files, I can safely (and quickly) delete everything within the /misc directory without worrying about breaking something. Services are isolated to a specific directory, keeping everything separate and moire like a virtual LAN (VLAN) for storage. then there's also the potential for system migrations. If you've made it easier to store and find everything, moving it all to a new platform shouldn't be an issue.

Instead of taking a good hour or two to recover from a failure of some sorts, I can reinstate my NAS in minutes. Using a full backup that puts everything where it should be, I don't have to worry about a specific part not making the cut or something going wrong somewhere along the way. It may not feel necessary if you're just starting out with your first NAS and it's only you using it, but I would prefer spending some time upfront than hours later on.

Your NAS isn't a PC and shouldn't be treated as such. Don't make the mistake I did and use it as a glorified dumping ground, moving up from external HDDs.