This approach prevents users from storing any files on their local workstations by literally forcing them to save all of their files on a centralized server. In some cases, users still work on full-featured PCs with local hard drives, but they are only allowed to save documents to centralized locations. In other cases, users access computer resources through dumb terminals, where centralized computers provide virtually all of the processing power and storage space.
This model is best suited for organizations that require very high levels of control. In a centralized environment, users have fewer opportunities to use computing resources for inappropriate purposes, and it becomes much easier to enforce retention and security policies and monitor compliance. This approach also means users can always access the same computing environment—no matter which machine or terminal they login from.
However, this centralized approach has a number of potential drawbacks.
First, it requires users to stay connected at all times. Without a connection, critical computing resources essentially disappear. And like other highly controlled environments, centralized models severely limit the way users can interact with partners, customers, mobile employees, and others who fall outside of the controlled environment. To work around these limitations, users often resort to e-mailing files to outsiders, which defeats the purpose of highly centralized and controlled environments.
It’s also important to note that forced centralization does not automatically resolve every retention issue. In many centralized environments, users still have their own logically distributed storage space, which often enables them to circumvent retention policies and hide documents. Some organizations still use forced centralization to maintain tight control over their users and computing environments. But the world is becoming more mobile and distributed every day, which often makes controlled, centralized models impractical and undesirable.
