Being Hospitable and Using Managed File Transfers to Manage Hotels

One of the biggest areas of concern for hotel chains is how to manage files over a diverse set of locations. Whether these locations are geographically spread across one city or the world is irrelevant, as managed file transfer can take some of the time and work out of both automation and secure sharing with ease and security.

Understanding the diverse needs of a hotelier

Imagine running just one hotel – gaining the best deals for everything from your laundry to your fresh flower service? Imagine managing five, and still trying to keep the deals that you’re negotiating fresh and value filled deals, without needing a centralised team to manage it. MFT can help support it at that scale or larger with ease.

Whether you need to exchange new menus or information between two hotels, or across the whole group, MFT is designed to support the growing needs of a hotelier’s group, without stifling the underlying needs of the individual hotel itself, allowing for dynamic growth within each individual unit.

Five ways hotels can use MFT

There are five key areas that hotels can use MFT to increase productivity and support security and financing with ease.

  • Decentralisation of orders, paperwork and bookings – allowing teams to work via MFT can allow hotels to work with decentralised resources, with all of the benefits of having a dedicated head office.
  • Easier ordering and booking – with a centralisation protocol that distributes to each of the hotels in a chain, it’s easier to share information and work within the needs of running a hotel, whether that’s booking a room or restocking the kitchen.
  • Compliance with financial needs – as financial data is an integral part of the hotelier’s business, being able to protect any data that would be shared is a huge area of need – MFT provides encryption and decryption as standard, based on settings.
  • Integration with systems – MFT automatically integrates with email systems such as Outlook and provides a one click file sharing solution in most cases – this solution uploads the document to the secure area, encrypting or decrypting it, then produces the link in the email without intervention from the sender. This cuts down on file sending mistakes and allows for confidence and ease of transfer.
  • Finally, managed file transfer can help streamline functions and tasks that could be automated, such as file sharing or auditing, ordering or booking. Each of these can cut down on costs and free up staff to focus on the running of the hotel itself, instead of administration.

Understanding how managed file transfer can support your hotel can be as simple as looking at where your file system needs to be upgraded, and how that upgrade can be managed efficiently.

MCSE Distributed File System

A Distributed File System (DFS) is a file structure that facilitates sharing of data files and resources by means of consistent storage across a network. The earliest file servers were designed in the 1970s. Following its inception in 1985, Sun’s Network File System (NFS) eventually became the foremost commonly used distributed file system. Aside from NFS, significantly distributed file systems are Common Internet File System (CIFS) and Andrew file system (AFS).

The DFS or Microsoft Distributed File System is an arranged client and server solution that enable a large organization to manage numerous allocated shared file within a distributed file system. It delivers site transparency and redundancy to enhance data accessibility in the midst of a breakdown or extreme load by permitting shares in a number of various locations to be logically arranged under a DFS root or a single folder.

It is a client/server-based service that permits individuals to directly access and process files located on the hosting server as if it had been on their personal computer. Every time an individual access a data on the server, the server transmits a copy of the data file, which is cache on the user’s personal computer while the information is being processed which is subsequently returned to the server.

Whenever individuals attempt to gain access to a share found off the DFS root, the individual is actually going through a DFS link allowing the DFS server to automatically re-direct it to the appropriate share and file server.

There can be two methods for utilizing DFS on a Windows Server:

A Standalone or Distinct DFS root provides you with a DFS root found only on the local computer, which therefore does not make use of Active Directory. A Standalone DFS can only be accessed on the local PC where it was made. It does not feature any kind of fault tolerance and could not be connected to any other DFS.

Domain-based DFS roots can be found within Active Directory which enables you to have their information and facts distributed to any number of domain controllers located in the domain; this provides you with fault tolerance to DFS. DFS roots that can be found on a domain needs to be hosted on a domain controller. This is to make sure that links with identical target get hold of all their duplicated data through the network. The file and root data is replicated by means of the Microsoft File Replication Service (FRS).

Advantages of DFS

1. Easy accessibility: individuals do not need to be aware of various locations from where they acquire data. Simply by remembering a single location they will have access to the data.

2. Fail Tolerance: for master DFS hosting server it is possible to obtain a duplicate (Target) on yet another DFS Server. With the help of the master DFS server end users are still able to continue on accessing the data from a back-up DFS (Target). There is absolutely no interruption in being able to access information.

3. Load Balancing: in the event that all of the DFS root servers and targets are operating in good condition, it results in Load balancing. This is often accomplished by indicating locations for different users.

4. Security and safety: By making use of the NTFS configuration, security is put into practice.

Distributed File System Or Centralized File Systems?

Many professionals, especially engineers and architects are working from home offices or collaborating with small teams no longer centralized in a home office location, but rather spread all over the country. How does the engineer in Philadelphia share large CAD files with the General Contractor who is doing the project in Tampa? The old system was to use FTP technology, but there are two key problems with this methodology.

  • The files are large and take a long time to upload and download.
  • The files can have revision issues if two people decide to edit the same file at once.

So, IT professionals have to make decisions. Do they employ a solution like SharePoint for the potential of “File Locking” — technically it is a check in and check out system. Do they invest tens of thousands of dollars at each site for WAN Optimization? Are there other technologies they can use?

The most prevalent solution to these problems is to employ a distributed file system. A distributed file system allows the files to all be “distributed” to each user so that the download time is minimal and changes are merely replicated out to the other users of the files. It works slick when employed properly. There is the speed of the local networks for the opening of the files without the WAN optimization costs and there is the file locking capacity if employed with the right 3rd party software solution.

If your organization has been trying to figure out how to share large files, your group should consider a distributed file system.