And how do I securely transfer files between companies?
File sharing is not a new thing for any business. Where there are computer files, you will find a need to share them for business purposes. Since a lot many companies are now switching to remote work, sharing files online is a critical way to collaborate with team members. The Covid-19 pandemic has hastened the remote revolution.
According to studies, 70 percent of the workforce will work remotely at least five days in a month.
With increasing mobility of the workforce, using the right technology to share files has become all the more vital. In this article, let’s learn what file sharing is and the most secure ways and solutions for sending files to colleagues and partners.
What is file sharing, and how do you do it?
All businesses need to handle many computer files: employee instruction manuals, brand guidelines, sales presentations, brand logo files, product images, and many more such files and documents. Moreover, most company employees need to share such files with fellow personnel and company stakeholders on a day-to-day basis; why? Because file-sharing forms the basis of collaboration for carrying out daily business operations in various company departments. What are the standard ways of file-sharing?
➔ File sharing over a local office network.
➔ Sharing files and folders with the help of a cloud-based file-sharing service like WeTransfer.
➔ Giving access to files using a cloud-based storage service like Google Drive.
➔ Using a Digital Asset Management solution or creating a unique Data Center for storing and sharing critical company files and documents.
Do you get the drift? Then, let’s move on and learn why you need a secure file-sharing service for your business.
Why do I need a secure file-sharing service?
Have you been struggling to combat chronic productivity issues plaguing your organization?
Many small and large businesses do not realize the need for a decent and secure file-sharing service. As a result, their teams must constantly battle with the mounting number of email threads to share essential files and folders. It leads to unprecedented loss of business time and productivity.
A file-sharing service is an efficient way to collaborate and share vital files with fellow team members. In addition, a collaboration service ensures you don’t have to waste time looking for important files in your email inbox.
With quick access to the relevant files, teams can move from one task to another without bottlenecks.
The right solution helps you segregate files into the relevant folders and makes it easy to find and use them.
Many business files include sensitive information and data. That’s why you need a secure file-sharing solution so you can prevent vital information from falling into the wrong hands.
Now that you know the importance of a secure file-sharing solution, let’s get some valuable tips on secure file sharing.
Tips for secure file sharing
Did you know there are security risks when sharing any company files on the internet?
➔ If your employees aren’t careful, they might end up sharing sensitive company information with unauthorized personnel.
➔ If you need to go through firewalls while uploading or downloading content assets, the chances are that you are exposing your business to cyberattacks.
➔ A malicious file in your file-sharing service can bring viruses and spyware into your computer systems.
Now you know why you need to be extra careful while choosing a file-sharing service. But, at the same time, you need to create organization-wide awareness about the sensitivity of business information and the need to handle it with care.
➔ You need to let your teams know what they cannot share outside the organization and why.
Sounds fantastic, but how do I choose the right file-sharing solution for my business?
Features to consider while choosing a file-sharing solution
Choosing the right file-sharing service needs a considerable level of research and diligence. What is a good file-sharing service?
- The ideal way is to choose a solution that’s business-grade as opposed to consumer-grade. You need to look for features like security control, access management, and compliance, etc.
- A vital point to consider is the amount of storage space and the cost associated with it.
- Look for a solution that’s easy to install and quick to implement.
- An integrated system helps you to create a single source of truth for your files and digital assets. However, as your business grows, a stand-alone file-sharing system may not fulfill all your business requirements.
- Check and analyze the key functionalities of each of the solutions before choosing one.
- Does your file-sharing service integrate with other complimentary apps and services? Do consider the integration and API features of a file-sharing service before choosing one.
- How many users can the file sharing service accommodate? Many file-sharing software charge by the user. So you need to compare the per-user cost of each solution.
- Another vital feature you need to consider is that your file-sharing system should be easy-to-use and have a friendly interface.
- Does the file-sharing solution offer features like file-storage and messaging? These are critical attributes to look for, as well.
- A good file-sharing service works seamlessly across desktops, laptops, and mobile phones.
Best file-sharing programs
Here’s a common question from businesses looking to share files on the cloud securely.
“Which platform is the best for file sharing?”
Let’s look at some of the top file-sharing services that you can use for your business.
With Dropbox, you can store, host, and share files on the cloud. The solution integrates with popular document creation tools such as MS Office, Google Docs, and Sheets. Dropbox also offers a live chat feature for collaborating with internal and external stakeholders. This secure file-sharing service allows you to host podcasts as well. You can also save screenshots and screen recordings using this convenient service. The file-sharing service comes at a starting price of USD 12.50 per user per month. Dropbox integrates with many interesting apps such as Slack, Trello, Zoom, Adobe Photoshop, Asana, and more.
You can use Apple’s cloud storage service to share files on Apple and Windows devices securely. The service allows users to sync their files across all their Apple devices. In addition, Apple offers unrestricted cloud storage of up to 5GB on all their devices. You can use this service to share files through email or as a private link.
OneDrive for Business
OneDrive is Microsoft’s very own file storage and sharing service. You can use this service to create documents and share them on the cloud. In addition, the tool allows you to create customized folders and get teams to collaborate efficiently. OneDrive offers 5GB of free storage space. The file-sharing service allows users to host upto 270 file types.
Box is an enterprise-level file-sharing service that offers advanced security features such as full information governance and intelligent threat detection. Box makes it easy to manage your digital assets on the go and effectively collaborate with fellow employees. In short, it helps you automate workflows that often become a bottleneck in a growing business setting. Box’s business plan starts at USD 15 per user per month. In this plan, you get unlimited data storage and up to 5GB of file-sharing capacity. Box integrates with hundreds of exciting apps including Office 365, Google Workspace, Okta, and Salesforce.
Citrix ShareFile promises businesses an easy and secure way to sync and share large files and folders. The solution comes with bank-level data encryption features along with more than 25 customizable security settings. In addition, this enterprise file-sharing solution offers a system for real-time collaboration and approvals. You can use the platform for a starting price of USD 50 per month for five users. Sharefile provides a single-point access to all company data and content assets. This tool comes with customizable workflows and a useful Office 365 integration.
You can use this enterprise file-sharing and cloud storage solution from any device or location. FileCloud can be easily integrated with MS Office and Outlook. It lets you manage user file permissions and access levels and keep files secure using the password functionality. Using this solution, you can share all types of files, with internal and external teams, in an instant. FileCloud’s starting plan costs USD 129 per month and comes with five user accounts.
Google Drive is a secure file-sharing service offered by Google. The platform offers 15 GB of free storage. Plus, you can upgrade to 200 GB of storage for USD 30 per year. The storage service allows users to automatically sync data across devices. Google Drive allows users to sync files and folders from their Windows and Apple devices. This secure file-sharing service offers real-time file access management and collaboration.
Wire is a file-sharing service that offers businesses powerful collaboration features such as team chats, voice conferencing, and high-quality video calls. Wire offers a secure communication platform where all messages are end-to-end encrypted. This might be a good option for businesses looking to create a collaborative work environment for a remote workforce. The software offers an open bot API that enables organizations to build their own custom apps. It also allows integrations with Github and Jira.
Jumpshare allows users to create shareable links of their digital content assets. The file-sharing service comes with a drag and drop feature where you can drop images, videos, screenshots, and documents to easily create and share the relevant link with your peers. Jumpshare’s business plan costs USD 12.5 per user per month and comes with 2TB of storage space.
If you’re looking for a fast and secure file-transfer service, then MASV might be your best bet. This secure file transfer solution encrypts files in-flight and at rest. MASV is a good tool for videographers and creators who often need to share large files with their clients. MASV comes with a pay-as-you-go plan and the cost is quite nominal as well: USD $0.25/GB.
These are some excellent services. But how do I ensure that my file-sharing solution looks like my brand? Can it be customized?
How to make file-sharing beautiful and engaging?
Smint.io offers you Portals, a solution that helps you store and share digital content assets. Supported use cases include:
➔ Brand Portals
➔ Media Centers
Smint.io content portals are on-brand and fully customizable to your brand’s core guidelines. It means that when your employees access and share files through Smint.io, they see an engaging and beautiful interface that looks exactly like your brand. Isn’t that unbelievable?
- That’s not all; Smint.io portal solutions are significantly cost-effective and affordable for almost any small business.
- Also, our solutions are easy to integrate with famous DAM and ERP solutions.
- With Smint.io, you can securely manage and share all file types and folders while taking a walk in the park. It’s true — it’s that simple.
- Plus, you can manage users and permissions, so you’re in complete control of all your digital content assets — like a boss.
Do you have further questions?
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