concept of file sharing

Top 5 Best File Sharing Tools

| August 27, 2020

Can you even imagine getting the job done without file sharing? Particularly when it comes to collaboration? File sharing has become a part of every-day business life. Employees need to have access and be able to share files, anywhere, anytime. 

The problem is employees can access any consumer-based tool they want to get their job done faster, communicate more quickly, receive, and distribute their part of collaboration and more. 

Employees using consumer-based tools means a lack of control. A lack of control for IT. A lack of control for businesses. Consumer-based tools are fraught with danger since files sit on the employee’s device or within their personal sharing account. This takes the contract, intellectual property, and many other types of secure information away from internal controls. 

Why you need Business-Based File Sharing 

Also known as Enterprise File Sync and Share (EFSS), business-based file-sharing enables IT and businesses to keep control over their information. File-sharing technology has evolved greatly since the days of email attachments. Benefits of EFSS include: 

  • Security – IT safety measures create a barrier, protecting the files of your organization, and making sure they are shared securely. 
  • Identity Tracking – Knowing who exactly has touched which file. 
  • Permissions – Giving authorization (or withholding it) to access certain documents depending on their clearance level. 
  • Audit Trails – Knowing who touched each document when traces changes along the way and keeps a record of the flow of files in and out of the organization. 
  • Content Management – Businesses need to protect their information and lord over how it is shared and distributed. This relates to all aspects of the business including operations, legal, finance, sales, human resources, client data, even drafts of marketing materials, and more. 

The top 5 recommended EFSS for businesses, based on ease-of-use, accessibility for employees while giving IT and businesses control: 

Microsoft® OneDrive – Integral part of the entire Microsoft line of products, it is particularly useful with regards to Teams and its features for collaboration. It also provides the security of being hosted in Microsoft’s Cloud. Most importantly, it must be enforced that employees use their business and not their personal OneDrive accounts. 

Google® GDrive – Likewise, GDrive is the sharable location ideal for use with the G-Suite product line. Just as with Microsoft, employees need to be required to use their business and not their personal GDrive. 

Dropbox Business  Elevated to business usage, DropBox offers the familiarity and ease-of-use that employees are comfortable, all while providing the security and services IT and business leadership needs. 

Filr from Micro Focus – Filr is installed on your own company servers and infrastructure, rather than being hosted in the cloud. Employees can login to the network anytime, anywhere but with the files residing on your own internal system. This strengthens security of employees not using consumer-based products and provides the comfort of control with non-cloud systems.  

Aurora from Condrey Corporation – Web-based, it provides secure access to the files on your network. Employees login to their user and group share folders. When employee’s login, their unique identity is matched to their approved storage areas via Microsoft Active Directory authentication. 

A significant part of today’s workforce will remain working remotely for years to come. Don’t wait for something to go wrong with insecure file sharing.   

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