Approximately 65% of SMEs Lack Dedicated IT Departments. Inefficiencies in File Search and Data Recovery Concerns Persist Even with Digitization of File Management
Kubell Storage Inc. conducted a survey revealing that approximately 65% of small and medium-sized enterprises (SMEs) lack dedicated IT personnel. The survey highlights persistent inefficiencies in file searching and anxiety regarding data recovery, even as file management digitization progresses, underscoring the critical need for proper operational rules post-digitization.
📋 Article Processing Timeline
- 📰 Published: May 7, 2026 at 19:00
- 🔍 Collected: May 7, 2026 at 10:31
- 🤖 AI Analyzed: May 7, 2026 at 12:00 (1h 28m after Collected)
Kubell Storage Inc. (Headquarters: Minato-ku, Tokyo; Representative Director and President: Tetsuaki Naka), which provides the domestic online storage service for corporations "Secure SAMBA," conducted a survey targeting 505 business persons nationwide who use the business chat "Chatwork." The aim was to clarify the actual state of file management and security among small and medium-sized enterprises (SMEs). This survey sought to identify segments without dedicated IT staff, understand the burden of document management after digitization, and visualize operational challenges remaining for companies using on-premise solutions.
Background of the Survey
Building upon insights from the past two surveys (1st survey and 2nd survey), this study further concretized the challenges SMEs face regarding file management and security, investigating what types of companies experience strong operational concerns. Specific attention was paid to the individualization of management due to the absence of dedicated IT staff, the burden of organization after digitization, stress on site operations regarding PPAP (practice of sending and receiving emails with password-protected ZIP files), and challenges remaining for companies using NAS (Network Attached Storage).
Survey Results
The survey results revealed three key challenges in SME file management:
Management becomes individualized due to the absence of a dedicated IT specialist.
Searchability declines as digitized documents are not organized.
Concerns about data recovery remain while continuing to use existing environments.
1. Management becomes individualized due to the absence of IT staff
Regarding IT system management structure, 38.8% responded "no one is in charge, each person handles it individually," which was the most common result. Furthermore, 64.5% responded either "concurrently handle other duties" or "no one is in charge," indicating a structure in SMEs where file management rules and storage location operations tend to be left to individuals.
2. Searchability declines after digitization
A cross-tabulation of questions regarding file location (Q6) and digitization status (Q8) showed that even if digitization within the company has progressed, in situations where management is not thorough, approximately 84% responded that "it takes time to find the desired file." This suggests that searchability does not improve solely with digitization, and if digitization proceeds with insufficient management design, the burden may even increase. Establishing naming conventions and storage rules after digitization is considered crucial for achieving results.
3. Concerns about data recovery remain while continuing to use existing environments
A cross-tabulation of questions regarding file storage location (Q11) and data safety (Q12) revealed that among those who responded "anxious about recovery," cloud storage users accounted for 38.3%, and in-house server/NAS (Network Attached Storage) users accounted for 27.5%. This suggests that anxiety about data recovery exists widely, not limited to specific storage methods, but also among cloud-using companies. It is presumed that a lack of understanding of backup settings and shared recovery procedures, rather than the storage destination itself, underlies this anxiety.
In response to the survey results
This survey revealed that the challenge in SME file management has shifted from "whether it is digitized" to "whether the operations after digitization are functioning properly." Particularly in companies without dedicated IT staff, the establishment of management rules often lags, and as files increase, problems with searchability and sharing efficiency tend to become apparent. It is considered indispensable to formulate "simple management rules that can be maintained even without a dedicated IT department," going beyond mere tool introduction.
Detailed Results of this Survey
This detailed survey report includes, in addition to the outline announced this time, differences in management status depending on the presence or absence of dedicated IT staff, search challenges after digitization, trends among NAS (Network Attached Storage) user companies, and the actual state regarding PPAP (practice of sending and receiving emails with password-protected ZIP files) and information sharing methods. It can be downloaded for free from the link below.
Download here
Survey Overview
Survey Name: Survey on Attitudes towards File Management and Security
Survey Period: One week from mid-February 2026
Survey Organization: Self-conducted survey (Kubell Storage Inc.)
Survey Method: Internet survey
Survey Target: Business persons nationwide using the business chat "Chatwork"
Valid Responses: 505 samples
Features of "Secure SAMBA"
"Secure SAMBA" is a domestic online storage service for corporations boasting over 8,000 implementation records and a retention rate of over 98%. It supports smooth utilization within companies by offering intuitive operability that even SMEs without dedicated IT staff can use without hesitation, and extensive support from dedicated staff at domestic bases from introduction to establishment. World-class security, and a simple pricing model with unlimited users.
Background of the Survey
Building upon insights from the past two surveys (1st survey and 2nd survey), this study further concretized the challenges SMEs face regarding file management and security, investigating what types of companies experience strong operational concerns. Specific attention was paid to the individualization of management due to the absence of dedicated IT staff, the burden of organization after digitization, stress on site operations regarding PPAP (practice of sending and receiving emails with password-protected ZIP files), and challenges remaining for companies using NAS (Network Attached Storage).
Survey Results
The survey results revealed three key challenges in SME file management:
Management becomes individualized due to the absence of a dedicated IT specialist.
Searchability declines as digitized documents are not organized.
Concerns about data recovery remain while continuing to use existing environments.
1. Management becomes individualized due to the absence of IT staff
Regarding IT system management structure, 38.8% responded "no one is in charge, each person handles it individually," which was the most common result. Furthermore, 64.5% responded either "concurrently handle other duties" or "no one is in charge," indicating a structure in SMEs where file management rules and storage location operations tend to be left to individuals.
2. Searchability declines after digitization
A cross-tabulation of questions regarding file location (Q6) and digitization status (Q8) showed that even if digitization within the company has progressed, in situations where management is not thorough, approximately 84% responded that "it takes time to find the desired file." This suggests that searchability does not improve solely with digitization, and if digitization proceeds with insufficient management design, the burden may even increase. Establishing naming conventions and storage rules after digitization is considered crucial for achieving results.
3. Concerns about data recovery remain while continuing to use existing environments
A cross-tabulation of questions regarding file storage location (Q11) and data safety (Q12) revealed that among those who responded "anxious about recovery," cloud storage users accounted for 38.3%, and in-house server/NAS (Network Attached Storage) users accounted for 27.5%. This suggests that anxiety about data recovery exists widely, not limited to specific storage methods, but also among cloud-using companies. It is presumed that a lack of understanding of backup settings and shared recovery procedures, rather than the storage destination itself, underlies this anxiety.
In response to the survey results
This survey revealed that the challenge in SME file management has shifted from "whether it is digitized" to "whether the operations after digitization are functioning properly." Particularly in companies without dedicated IT staff, the establishment of management rules often lags, and as files increase, problems with searchability and sharing efficiency tend to become apparent. It is considered indispensable to formulate "simple management rules that can be maintained even without a dedicated IT department," going beyond mere tool introduction.
Detailed Results of this Survey
This detailed survey report includes, in addition to the outline announced this time, differences in management status depending on the presence or absence of dedicated IT staff, search challenges after digitization, trends among NAS (Network Attached Storage) user companies, and the actual state regarding PPAP (practice of sending and receiving emails with password-protected ZIP files) and information sharing methods. It can be downloaded for free from the link below.
Download here
Survey Overview
Survey Name: Survey on Attitudes towards File Management and Security
Survey Period: One week from mid-February 2026
Survey Organization: Self-conducted survey (Kubell Storage Inc.)
Survey Method: Internet survey
Survey Target: Business persons nationwide using the business chat "Chatwork"
Valid Responses: 505 samples
Features of "Secure SAMBA"
"Secure SAMBA" is a domestic online storage service for corporations boasting over 8,000 implementation records and a retention rate of over 98%. It supports smooth utilization within companies by offering intuitive operability that even SMEs without dedicated IT staff can use without hesitation, and extensive support from dedicated staff at domestic bases from introduction to establishment. World-class security, and a simple pricing model with unlimited users.