How Much Device Storage Does Your Business Really Need?
Choosing a new device? Don’t let storage space be an afterthought. Whether it’s a laptop for your CPA firm or smartphones for your field team, getting the right amount of device storage affects everything from performance and productivity to data security and compliance.
Here’s how to get it right—without overpaying or putting your data at risk.
Understanding Device Storage: What It Actually Means
Device storage is the digital space where apps, files, photos, and videos live on your smartphone, tablet, or computer. When your storage is full, performance can slow down, backups may fail, and critical updates might not install—creating real headaches for SMBs that rely on operational uptime and audit readiness.
There are two main types of storage:
- Internal Storage: Built into your device; faster, more secure, but fixed.
- External Storage: Expandable options like SD cards or USB drives; useful, but generally slower and less secure.
What Size Storage Do You Actually Need? It Depends on the User
Device storage isn’t one-size-fits-all. Here’s how to decide based on your team’s needs:
- Basic Users (64 GB):
Great for email, web browsing, and occasional photo use. Ideal for administrative staff or frontline workers. - Standard Business Users (128–256 GB):
Perfect for professionals who regularly download files, apps, or work with media. Great for sales teams, remote staff, and those using productivity suites. - Power Users (512 GB):
Designed for those handling large files like design assets, high-res photos, or large spreadsheets. Think: marketing leads, architects, or consultants. - Professional/Enterprise Users (1 TB+):
Needed for heavy-duty users like accountants working with QuickBooks files, video editors, or anyone in compliance roles dealing with encrypted archives, system logs, or audit history.
What’s Taking Up All That Space?
Here are the usual culprits:
- Videos: 1 hour of 4K video can eat up 7–8 GB.
- Photos: 1,000 high-quality images ≈ 5 GB.
- Apps: Some enterprise apps can be 2–5 GB each.
- Games & Tools: Creative or security software often exceeds 10 GB.
Storage & Compliance: Don’t Overlook the Risk Factor
For regulated industries like finance or healthcare, storage isn’t just a performance issue—it’s a compliance risk.
Insufficient storage can:
- Disrupt automatic backups (violating data retention policies).
- Prevent software patching (increasing cybersecurity risk).
- Break audit trail logging (impacting HIPAA, GLBA, or PCI DSS readiness).
That’s why Office Heroes recommends layering storage planning with protection tools like:
- User Protection (email defense, backups, alerts)
- Microsoft Intune (device control & mobile management)
- Compliance Manager GRC (for ongoing audit readiness)
Smarter Storage Management Tips for SMBs
Don’t just buy more—manage better:
- Use cloud storage: Services like OneDrive or Google Drive reduce local device strain.
(Stat: Over 65% of users now rely on cloud storage as primary storage – Statista, 2024) - Stream instead of download: Save space on music, video, and presentations.
- Delete unused apps: Many apps run background tasks and take up space unnecessarily.
- Automate device monitoring: With Microsoft Intune and Office Heroes’ Device Management, you can track storage limits, enforce security policies, and send automated alerts.
Out of Storage? Here’s What to Do
Running out of space doesn’t mean you need a new device—yet. Try these steps first:
- Move large files to secure cloud storage.
- Use external drives for archives.
- Use network attached storage
- Uninstall non-essential software.
- Use tools like Intune for mobile workforce storage auditing.
Still running low? It might be time to upgrade to a higher-storage model—especially if your business handles compliance-sensitive data.
Future-Proofing: How to Choose the Right Device
When you’re buying devices for your team, consider:
- Number of apps used
- File types handled (media, financial, etc.)
- Work locations (remote needs vs. office-based)
- Backup strategy (cloud or local)
Tip: Always budget for more storage than you currently need. It’s a small cost that prevents bigger headaches down the road.
Need Expert Advice? We’ve Got You Covered
At Office Heroes, we help SMBs choose and secure devices that are optimized for performance and compliance. Whether you’re upgrading laptops or rolling out a mobile team, we make sure storage doesn’t become a roadblock.
Talk to our team at Office Heroes about secure, scalable device deployments using Microsoft Intune, encrypted cloud storage, and automated backup.
