A solid-state drive (SSD) is a type of computer storage device that uses flash memory rather than spinning platters like a traditional hard disk drive (HDD). SSDs have several key advantages that make them well-suited for small business use:
Speed – SSDs have much faster read/write speeds compared to HDDs, which improves boot up times, application loading, and overall system performance. This speed boost can save employees time and improve productivity.[1]
Reliability – With no moving parts, SSDs are less susceptible to failure or data corruption from shock or vibration. Their solid-state design makes them ideal for mobile use in laptops.[2]
Size – SSDs are available in compact form factors like M.2 that maximize space in slim laptops and devices.
Quiet Operation – SSDs generate no noise from spinning disks or mechanical movement.
Lower Power Draw – The simplified design of SSDs allows them to consume less electricity than HDDs.
For these reasons, small businesses today generally opt for SSDs over HDDs for their primary storage needs.
Determine Your Storage Needs
When determining how much SSD storage your small business needs, first consider the number of employees and the types and sizes of files you will be storing. The average amount of office space allocated per employee in the U.S. is 150-250 square feet according to National Business Furniture [1]. This can give you a rough estimate of your workforce size. Generally, you will need more storage capacity the more employees you have creating and storing data.
Next, factor in what types of files and programs your team will use daily. Most businesses require an operating system, productivity software, databases, media files, and storage for email. The size of these files can range dramatically depending on the applications and complexity of your workflows. For example, a graphic design firm will need more storage for large multimedia files than a real estate agency relying on documents and spreadsheets. Understanding your unique business needs is crucial in determining adequate SSD capacity.
Also consider anticipated business growth when calculating your storage requirements. It’s ideal to have room to scale up as your company expands. Overestimating is better than having to upgrade repeatedly as your storage space fills up quickly. Plan for at least 25-50% more capacity than you need today to account for growth.
Operating System Drive
When choosing an SSD for your operating system drive, it’s recommended to get at least 250GB of storage [1]. The operating system files, system updates, and programs needed to run Windows 10 can take up a significant amount of space over time. While it’s possible to run Windows on a 128GB SSD, you’ll quickly run into storage limitations. Upgrading to a 250GB or larger SSD for your OS drive provides room to grow.
Many experts recommend 500GB or larger SSDs for your operating system drive to accommodate future updates and applications [2]. However, 250GB SSDs balance price and capacity well for small business needs. With at least 250GB dedicated to the OS, you’ll avoid frustrations with managing disk space in the future.
Productivity Applications
Productivity apps like Microsoft Office, Google Workspace, accounting software, CRM systems, and other business tools require fast storage for optimal performance. According to Crucial.com, SSDs can significantly boost productivity compared to traditional hard drives thanks to faster boot times, quicker file transfers, and reduced latency when opening files and switching between tasks.
For basic office productivity needs, a 250GB to 500GB SATA SSD should provide ample storage space. This capacity range allows you to store the OS, office apps, plus working files and documents. Larger SSDs around 1TB may be required for specialized programs like video editing software or large databases.
SSDs also help productivity software run more efficiently. As this article explains, “With an SSD, computers boot up almost instantly, apps launch immediately, and files open right away without delay. This translates into more time spent working versus waiting around for the computer.” (Source)
Media Files
When it comes to storing media files like graphics, photos, and videos, SSD storage is highly recommended for small businesses. SSDs provide faster read and write speeds compared to traditional HDDs which can improve productivity when working with large media files (What Storage is Best for Your Small Business: SATA, SAS …, 2022). Video editing in particular benefits greatly from the increased throughput of SSDs.
The amount of SSD storage needed depends on the resolution and quantity of media files. High resolution photos, graphics, and 4K video will require more storage space. A good rule of thumb is to estimate the average size of your media files, multiply by the number you expect to store, and add at least 20% more capacity. Many experts recommend at least 256GB just for a basic media storage need (What Should Business Owners Know About SSDs?, 2022).
When budgeting for media file storage, it’s better to allocate more than you think you need to account for future growth. You can start with 256GB or 512GB SSD for photos and graphics for a small business, and add 1TB or more if dealing with many large video files. Utilizing cloud backups and archiving older media can help reduce the amount of SSD needed on local devices (What is the best SSD cloud based storage for a small …, 2023).
Email Storage
Email is a critical communication tool for any business. When estimating email storage needs, it’s important to consider the number of users and the size of attachments commonly sent and received.
For a small business with 5-10 employees, an email service like G Suite or Office 365 with a minimum of 50GB of shared storage is usually sufficient, according to Campaign Monitor [1]. With 50GB, each employee can have 5-10GB of space for a mailbox with thousands of emails.
However, storage needs can grow quickly if large file attachments are common. Video, photo, Presentation, and spreadsheet files in particular can be several megabytes each. IT Block recommends planning for at least 2GB per user as a starting point [2].
Overall, 50GB of shared email storage should suffice for 5-10 basic business users. Higher storage plans around 100-200GB may be needed if file attachments are frequently exchanged.
Databases
SSDs can provide significant performance improvements for databases compared to traditional hard disk drives (HDDs). Some key benefits include:
Faster queries and better overall database performance due to the increased input/output operations per second (IOPS) and reduced latency of SSDs (Analysis of SSD’s Performance in Database Servers). This is especially noticeable for read-heavy workloads.
Faster OLTP performance and commit times for write-heavy databases due to lower write latency of SSDs (HDDs, SSDs and Database Considerations – Simple Talk).
Ability to maintain performance during peak usage times when the database is under heavy load.
For these reasons, using SSDs for demanding database workloads can lead to significant productivity gains and faster response times for applications relying on the database.
Virtual Machines
When running virtual machines (VMs), disk configuration and storage performance are critical for optimal performance. According to best practices from VMware, using SSDs for VMs can provide significant performance benefits compared to traditional HDDs. SSDs are capable of handling higher VM/LUN ratios and allow for larger LUNs without wasted space due to better IOPS performance [1].
For SQL Server VMs in Azure, Microsoft recommends using Premium SSDs or Ultra SSDs for data files, log files, and TempDB. These provide consistent low latency and high IOPS. It’s also recommended to separate data, logs, and TempDB onto separate disks for optimal performance [2].
On platforms like unRAID, Reddit users recommend passing through multiple SSDs directly to the VM for redundancy and speed rather than using unRAID’s cache drive feature [3].
Security & Redundancy
To protect against data loss from drive failure or corruption, it’s crucial for small businesses to implement secure and redundant storage solutions like RAID and regular backups. RAID or redundant array of independent disks allows you to distribute and replicate data across multiple drives. Common RAID configurations like RAID 1, 5, and 10 provide redundancy so if one drive fails, data can be rebuilt from the remaining drives. RAID improves performance, uptime, and data integrity (TechTarget).
In addition to RAID, small businesses should implement a robust backup strategy with versioning support and remote or offsite backups. Backups provide an extra layer of protection against catastrophic drive failures, disasters, malware, or accidental deletion. Having redundant backups across both local and remote locations ensures business continuity even if one backup fails or is inaccessible (NameHero, Image Mechanics). The 3-2-1 backup rule recommends maintaining 3 copies of data, on 2 different media, with 1 copy offsite.
Final Recommendations
When determining the optimal SSD size for your small business, there are a few key factors to consider:
Operating System Drive: Most businesses will be fine with a 256GB SSD for their OS drive. This provides enough room for the OS, productivity software, and some wiggle room for future updates.
Productivity Applications: Plan for at least 50GB for office suite software and other daily applications. Budget more if working heavily with media files.
Media Storage: Media, email databases, virtual machines and other storage can take up significant space. Plan for at least 500GB to start if these are critical to your workflow.
Security & Redundancy: Consider keeping at least one backup SSD with a clone image of your primary drive for redundancy.
Given these considerations, a 500GB SSD is a good starting point for most small businesses. 1TB provides room for growth for those expecting larger storage needs. And having at least one backup or clone SSD is highly recommended to protect important business data.
