In this digital era, most companies have ditched paper in favor of digital documents, which make the most of paperless storage and workflows that are more efficient. However, file-sharing has its own set of disadvantages. For instance, you may get caught in several document versions, whereas ineffective security measures can put your sensitive data at risk. This makes file-sharing security-critical for businesses.
Let’s take a look at how cloud-based tools can help you ensure secure file sharing.
The Importance of File-Sharing Security
Over recent years, a developing trend has emerged as modern employees, especially millennials, have changed the expectations of what an office should look like. Even before the pandemic, many employees worked remotely on a regular basis.
The enforced work-from-home condition caused by the pandemic made the remote workplace essential for businesses to continue functioning effectively. In many cases, this has demonstrated the viability of remote working becoming universally implemented; shifting perceptions of what it means to operate in a modern workplace.
According to a new report from the Australian Institute of Family Studies (AIFS), despite relaxed COVID restrictions in most parts of the country, more Australians are taking up the option to work from home. This report found that among the employed survey respondents, 67% were sometimes or always working from home, compared to 42% pre-COVID.
One of the key reasons for such a seismic transition being so effective is the level of technology accessible to facilitate these changes. For instance, video conferencing and file sharing mean that real-time conversation can be held irrespective of who is physically in the workplace. This decreases overheads for the company and gives your employees more freedom to manage their work-life balance, which leads to enhanced wellbeing and efficiency.
However, quick changes can often bring about new or increased security threats. For instance, there’s a much greater chance of files being retrieved on unsafe personal devices or devices being lost or stolen. Both could lead to a data breach, harming an organisation’s relationships with consumers and partners.
This is why secure file sharing is needed because it offers a more locked-down substitute to paper and email, while still being easy and convenient to use. A secure file-sharing solution provides powerful security without the need for extensive infrastructure or IT resources. Here’s how:
- Password protection helps to ensure that once a file reaches the recipient, those with the password can only view it.
- Cloud-hosted content means your business does not have to configure external-facing network security to share files.
- Some secure file-sharing tools can also perform link deactivation. This functionality adds flexibility, allowing you to shut down a link irrespective of its expiration date.
- Expiring URLs limit the amount of time for sharing. Principally, this decreases the risk that others will share your link online for extended periods.
- Audit trails are perhaps one of the most significant reasons to opt for secure file-sharing software. Strict data governance regulations are becoming increasingly common across industries, countries, states, and jurisdictions. One of the easiest ways to appease auditors is to maintain accurate activity logs, including file sharing.
6 Benefits of Cloud File-Sharing Tools for Business
Although email attachments and USB storage have been the norm for several years, the digital transformation of workplaces has emphasise the faults of these file-sharing techniques. Cloud-based file-sharing platforms help to address these challenges. These tools help to increase security and efficiency, with many offering beneficial features that allow multiple users to collaborate simultaneously on the same document. You can securely transfer files while the cloud ensures access to the latest versions of documents.
Here are some key benefits that cloud-based file sharing tools provide:
1. Collaboration
Even though mobile working is prevalent, one of the major apprehensions that have made companies cautious about its widespread use is the limitations on efficient communication, which makes delivering projects particularly challenging. Although real-time collaboration is essential to the success of a project, an efficient file-sharing tool can bridge the physical gap, empowering campaigns with numerous stakeholders to be run effectively.
2. Security
A file-sharing software offers security benefits over the substitute of sending documents back and forth via email. Having a central version means that documents can’t be accidentally removed or lost. Changeable access levels give control over who can see or interact with any given files and encryption can safeguard sensitive documents from being intercepted.
3. Automated Syncing and Backup
A cloud-based file-sharing tool helps to manage thousands of disparate files. You can keep them organised in central locations, and automatically create backups and revisions of documents should anything need to be rolled back to an earlier version. This means that stakeholders have access to the latest version of the files irrespective of where they are or which device they’re using.
4. Time & Cost Savings
Users can save a great deal of time by sharing files via the cloud. Now, there is no need to save the files to a device, carry that device, and insert that device into a computer in order to access the files. With just a few clicks of a button, you can share files instantly.
Thanks to the cloud, companies have been able to reduce their expenditures. As files are shared directly over the Internet, there’s no need for users to buy expensive equipment and machinery, which would otherwise have to be used to share files. Cost reduction, in any form, is always a big advantage for companies, especially emerging startups. The same is true for the average person looking to share files with others through their home computer.
5. Better Accessibility
Cloud-based file-sharing tools allow you to share and access files and digital documents more easily. Essentially, anybody who is using a cloud network can share their files with others who are using the same cloud network. This means that not only can files be easily shared, but can also easily be retrieved by anyone on the same network.
6. Recovery of Lost Files
If a file is corrupted or lost, there is no need to panic when using the cloud. Cloud-based file sharing tool providers can resolve issues with damaged or lost files that have been shared, which not only saves you from losing your nerve, but it also saves a lot of time (just another way that time can be saved by sharing files via the cloud.)
Share Files Securely with C-EFSS
The best part about cloud-based file sharing tools is that you don’t have to use a specific device to share and receive files. As long as you are on the cloud, you can send and receive files from any location – your smartphone, your laptop, a desktop in your office – anywhere!
C-EFSS is a complete enterprise file sharing and sync platform that offers complete control, total security, flexible branding, powerful administrator tools, data isolation, and ownership. Its file sync software helps teams work together in one office or across the world easily without issues. It is suited for businesses of any size with teams that are distributed or in the same office. Get in touch to learn more about how C-EFSS can help address your file sharing needs, or request a free demo.