If the crew need to share data, the most efficient way is via a server.

Servers must be reliable, with two hard drivers acting as one (mirroring).  Thus, if one drive dies, the other will continue on.  Once the bad drive is replaced, the server will re-mirror the good drive onto the new drive.

In addition to a mirrored harddrive, two USB (or FireWire) backup drives should be used.  Once a week, exchange the USB drives.  Thus, in case of fire or destruction of the server and one backup drive, the other backup drive (hopefully stored in a separate location!) can be used to build a new server.

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Most servers are meant to be mounted into the IT/AV rack.

Of course, the server should be on a filtered, UPS circuit.