How to Replace Your Synology NAS with Cloud Storage

Why Teams Leave Synology NAS

Synology makes good hardware. The problem isn't the NAS itself. It's the work that comes with self-hosted infrastructure.

Hardware costs add up fast. A decent Synology NAS runs $500 to $5,000+ depending on the model. Add drives, a UPS for power protection, and you're looking at a significant capital expense before storing your first file. Compare that to cloud storage where you pay monthly based on what you actually use.

Remote access is painful to set up. Synology QuickConnect works for basic access, but teams with security requirements often need VPN configuration. IT departments spend hours troubleshooting connection issues when employees work from home or travel.

Someone has to maintain it. Firmware updates, drive failures, RAID rebuilds, backup verification. Self-hosted systems need ongoing attention. For small teams without dedicated IT staff, this maintenance becomes a distraction from actual work.

Scaling requires hardware purchases. When you run out of space, you either replace drives or buy another unit. Cloud storage scales instantly, no waiting for hardware delivery or migration planning.

NAS vs Cloud: The Core Trade-Offs

Before deciding, understand what you're trading.

Cost structure flips. NAS requires $500-5,000+ upfront for hardware, then electricity and maintenance. Cloud storage costs $0 upfront but charges monthly based on storage and bandwidth.

Remote access works differently. NAS needs VPN setup or QuickConnect configuration. Cloud storage works anywhere by default, no IT intervention required.

Reliability depends on who manages it. Your NAS uptime depends on your infrastructure, power backup, and maintenance schedule. Cloud providers typically deliver 99.9%+ uptime because it's their core business.

Control vs convenience. NAS gives you complete control over hardware, software, and data location. Cloud storage means accepting provider policies, but in exchange, you never deal with RAID rebuilds or firmware updates.

Collaboration capabilities differ. NAS offers basic folder sharing. Cloud storage adds real-time presence, commenting, and version history designed for team workflows.

The decision often comes down to one question: Is managing infrastructure part of your job, or a distraction from it?

When to Keep Your NAS

Cloud migration isn't always the right move. Synology still makes sense in specific situations:

You work with massive datasets locally. Video editors working with terabytes of raw footage benefit from direct-attached or local network storage. Cloud upload and download speeds become a bottleneck when you're scrubbing through 4K timelines.

Regulatory requirements demand on-premises storage. Some industries require data to stay within specific geographic or physical boundaries. A NAS in your own facility satisfies these requirements in ways cloud storage might not.

You already have IT staff maintaining the infrastructure. If someone's job already includes server maintenance, adding a NAS to their responsibilities costs less than a new cloud subscription.

Internet reliability is poor. Remote locations with inconsistent connectivity need local storage as a primary system, not just a backup.

When Cloud Storage Wins

For most modern teams, cloud storage solves problems that NAS creates:

Remote and hybrid teams. When your team works from multiple locations, cloud storage provides instant access without VPN hassles. The shift to remote work is the number one reason teams migrate from NAS to cloud.

Growing storage needs. Cloud storage scales in minutes. No capacity planning, no hardware purchases, no migration weekends.

Client and external collaboration. Sharing files with people outside your organization is simpler with cloud storage. No firewall rules, no guest accounts on your NAS, no security concerns about exposing your local network.

Media-heavy workflows. Cloud services built for video and large files offer streaming previews and frame-accurate commenting. You can scrub through footage without downloading the whole file. Synology's built-in media features don't compare.

Best Synology Alternatives by Use Case

Different cloud services fit different workflows:

For Creative Teams and Video Production

Teams working with large media files need more than basic cloud storage. Look for:

• Streaming video previews (not progressive download)
• Frame-accurate commenting for review cycles
• No file size limits or painful upload restrictions
• Client portals for external review

Fast.io handles video files up to 250GB with HLS streaming, so reviewers can scrub through footage without downloading the full file first.

For General Business Use

Standard office workflows need:

• Microsoft 365 or Google Workspace integration
• Mobile access for field workers
• Simple sharing with external partners
• Basic version history

Dropbox, Google Drive, and OneDrive all work here. The differences come down to pricing model and which ecosystem you're already in.

For Regulated Industries

Legal, healthcare, and financial services need:

• Detailed audit logs
• Fine-grained access controls
• Data rooms for sensitive transactions
• SSO integration with identity providers

Check actual security features rather than marketing claims. Look for encryption at rest and in transit, audit trails, and permission controls. Compliance badges alone don't tell you much.

Migrating from Synology to Cloud Storage

A successful migration takes planning. Here's how to do it:

1. Audit What You Actually Have

Before migrating, understand your current storage:

• Total data volume (check Synology Storage Manager)
• File types and sizes (video, documents, archives)
• Access patterns (who uses what, how often)
• Current permission structure

2. Choose Your Migration Path

Gradual migration: Keep the NAS running while moving teams to cloud storage one department at a time. Lower risk, longer timeline.

Full migration: Move everything at once during a planned maintenance window. Faster, but requires more coordination.

Hybrid approach: Keep large archives on the NAS while moving active projects to cloud storage. This works well for creative teams with massive media libraries.

3. Handle the Data Transfer

For small datasets (under 500GB), direct upload works fine. For larger migrations, consider:

• Synology's Hyper Backup to supported cloud targets
• Third-party migration tools like MultCloud or CloudSync
• Physical drive shipping for massive datasets

4. Redirect Users and Update Workflows

The technical migration is the easy part. Changing habits takes longer:

• Update bookmarks and shortcuts
• Retrain on new sharing workflows
• Document new procedures
• Run both systems in parallel until everyone's comfortable

What to Look for in a NAS Replacement

When evaluating cloud alternatives, prioritize these features:

Organization-owned files. Files should belong to the company, not individual users. When someone leaves, their files shouldn't go with them or require IT intervention to transfer.

No per-seat pricing traps. Many cloud services charge per user. For teams that need to share with clients or contractors, this gets expensive fast. Look for pricing based on storage and usage, not headcount.

Real collaboration features. Basic folder sharing isn't collaboration. Look for:

• Real-time presence (see who's viewing what)
• Commenting on specific files or sections
• Version history with easy rollback
• Activity logs for accountability

Media handling for creative work. If you work with video, audio, or design files, generic cloud storage falls short. You need streaming previews, broad format support, and feedback tools built for media review.

Client-facing portals. External sharing should look professional, not "here's a link to my Google Drive folder." Branded portals with customizable permissions make clients take you more seriously.