Rogue file sharing exists in every organization. IT Admins do their best to try to control and limit users from storing company files outside of approved locations, but users are getting around these precautions. In fact, one study by Egnyte reported that 51% of individuals believe that file sharing services such as Dropbox or YouSendIT are secure enough for business documents. This is wildly inaccurate. In fact, one recent study reported that nearly half (46%) of business owners admitted to data leaks that directly resulted from the use of consumer-grade file syncing services.
With these free solutions being so readily available, it can become difficult for a Small Business or organization with tightened IT budget to justify spending money on an business-grade solution. However, free versions of file sharing solutions don’t offer many of the features that are required in order for a company to operate securely. In this blog post, we are going to walk through why you need business grade file sharing within your company.
Heavy regulated industries such as government, healthcare, or finance are required to have high levels of security standards to ensure the protection of their data. Regulations such as HIPAA and PCI require several security features that cannot be enforced when employees are using free versions of several different online file sharing services.
User/ Identity Control
The information which users have access to within an organization should be controlled based on their needs. Many free versions of file sharing solutions do not allow you to control user access to certain folders or files. Business grade file sharing solutions often provide you with the ability to integrate with your Active Directory so that user permissions can be carried over and consistently managed across your organization.
Having the ability to centrally manage content that is shared within your file sharing solution is essential to maintaining content authenticity. Activities like locking documents after projects have been completed, automating workflows, and policy revision can be controlled through a single admin panel. This helps control common activities like user deactivation when an employee leaves a company, or migration of permissions when an employee is promoted or moved to a different team.
No File Size Limit
Many free, consumer-grade file sharing systems put limits on file or storage size. One of the reasons why you need business grade file sharing is that these restrictions do not exist. This might be especially beneficial to advertising or marketing departments who are trying to share promotional videos or other files that are much larger than your email system would allow.
Ability to Audit System
This feature is quite arguably the most important reason why you need business grade file sharing. After all, if you don’t have a method of determining if your data has been improperly shared or stored, you don’t know how to control the processes. Enterprise grade file sharing solutions will allow you to audit the system to see whether or not the security that is set up is effectively protecting your data.
Version Control and Recovery
Another reason why you need business grade file sharing is based on the ability to control different versions of a document. By having this ability, you can easily take a document to a previous version if edits have been made that should be removed. Additionally, you can lock a version of a document if it is meant to be locked so that further changes cannot be made. This prevents confusion through limiting the likelihood that multiple versions of a document will be used at the same time.
Cross-platform Access and Support
Many free, online file sharing solutions are only accessible by certain types of devices. Investing in business grade file sharing solutions enables you to guarantee that all users within your organization can have access to the information they need regardless of what type of system they are operating on. This flexibility also allows for mobile access, which further adds to client productivity as they can collaborate on files regardless of their physical location.
Remote wipe or permission removal is another feature that is built into enterprise grade file sharing solutions that is not available in consumer versions. This feature allows administrators to wipe entire users or specific devices of synced data. This protects data in the event that a device is lost or stolen, or an employee leaves the company entirely. Once a remote wipe is issued against a device, all data will be wiped as soon as it connects to the Internet next time.
Ability to Integrate with Existing Storage Systems
Outside of the security needs that an organization faces, an important reason that business-grade file services are needed is integration with existing document management systems. According to a recent study, only 39% of respondents say that their company’s document or content management system integrates with their file sharing solution. Consumer versions of file systems are often incapable of being easily integrated with other solutions, making it very difficult to control the information that is being shared or dispersed.
Business file sharing allows you to take advantage of the collaboration improvements provided by file systems without compromising on data integrity or security. When looking at the features that free versions do not typically incorporate, the cost savings are not worth the risk associated with consumer file sharing services.
Interested in learning how Orion can help you get a cost-effective file sharing solution? Contact our experts today.