As technology advances, companies have moved away from traditional storage systems such as paper and hard drives to online, server-based storage systems. These cloud-based storage systems make it easier than ever to share files with others.
Find out why a great file sharing system will simplify tasks for you and your team by offering convenience, security, and compliance capabilities.
Advantages of a Digital File Sharing System
Ready to advance from basic file storage to robust electronic storage? Consider the many benefits of updating your system to support your file sharing needs!
1. Convenience
File sharing services are a great way to share large files. Many storage and file sharing application systems have features that make working with them more manageable, including real-time analytics and robust security measures.
Users can upload files to a secure server on the Internet, and the recipients can then download them directly from their computers. These storage systems also often allow more storage and file sharing of large file sizes than traditional file sharing systems.
The convenience of these file sharing systems for sharing files is a significant reason why companies are choosing to implement them in their organization:
- Makes file management and collaboration easier for employees and clients.
- Allows workflow automation for routine tasks.
- Frees up time for other job duties that can’t be automated.
Another factor that organizations consider when choosing a file sharing system is cost. Many of these solutions offer free basic accounts, making them an affordable way to share files.
Centralized Data Storage
File sharing systems allow users to easily and quickly access data from anywhere. But with this relative mobility comes a lot of risks. Data can be lost, files may become inaccessible, and users may have to wait for some time before accessing the system. To counter this risk, companies should consider using centralized data storage systems.
Cloud storage is a great way to manage large files and securely share them with others. It also enables organizations to synchronize data across multiple devices, enabling collaborative work without worrying about losing data.
While centralized data storage systems can be more expensive to deploy initially, they will save money in the long run. The reason is that centralized systems are easier to manage than distributed data repositories. With centralized storage, you can better control hardware configuration and performance. Furthermore, centralized systems are more secure and reliable.
Automated Backups
Automated backup solutions are vital for protecting your data. They are much more reliable than manual backups, as these backups do not require manual intervention for file sync capabilities, which reduces the risk of human error. You will have peace of mind knowing that your files are regularly backed up.
- Backups will be consistent, reducing the possibility of data loss.
- Automated solutions will help you manage the entire backup lifecycle.
- Automated backup solutions should be easy to use and configure. This way, even those with little technical knowledge can set up and use them.
Additionally, these backup solutions usually come on a subscription basis, making them more affordable for smaller businesses. As an added bonus, the monthly fee is predictable, which makes it easier to plan for other aspects of your business.
2. Security
File sharing security requires the use of various transfer protocols and tools. These tools and protocols filter network traffic and keep detailed logs for security threat investigation. They also capture suspicious events and can help identify malicious actors. To maintain up-to-date file sharing security logs, most companies use automated logging and monitoring tools.
Data encryption is a crucial feature of any secure file sharing solution. It was first developed to securely share military and government data over the Internet. Now, it is used in file sharing and online credit card processing. This technology ensures that only authorized users can view sensitive information, helping prevent theft and misuse of confidential information.
One way to ensure the security of file sharing systems is to ensure all users practice a security-first mindset. This effort is essential because poor digital hygiene is one of the leading causes of security breaches. Too many organizations don’t invest in security training, which puts sensitive data at risk. In addition, many employees are pressed for time and may share files without proper authorization.
Two-Factor Authentication
Two-factor authentication (2FA) is an additional layer of security in file sharing systems. This method requires users to enter two forms of identification in real-time. One is their username/password. The other is unique to them and only accessible from a personal device, making it more difficult to impersonate someone using the system. Two-factor authentication also increases user confidence.
Depending on the type of two-factor authentication used, several different forms are available. The most traditional form is a hardware token or a smartphone app. This system generates a unique numeric code every 30 seconds. Users look at this token information when trying to access their account and enter the code displayed.
Two-factor authentication is a great way to protect online accounts. This technique is much more secure than a simple password or PIN. In fact, it’s more secure than single-factor authentication because it requires two different authentication methods — one for each factor.
For example, ATMs require users to insert their bank card and enter their PIN, while other systems require users to enter a password and a secret question. Another type of authentication requires the use of biometrics, such as fingerprints, eye structure, or other features.
User Role Management
File sharing systems offer a number of features that can help you set user permissions and maintain security. The importance of user access management was first recognized when digital networks first became widespread.
Before the public internet, most networks of computers were privately connected, often between universities and other organizations. IT admins were concerned that unauthorized parties could access files and other proprietary digital assets. Therefore, developers wanted to restrict access to specific groups of users.
User role management is a file sharing system feature that allows administrators to manage permissions. It lets administrators control what users can see, download, and print documents. It also enables administrators to mark specific files as View Only so that only a limited group of users can access them. Users with this privilege cannot print or edit the files and folders but can view them.
3. Compliance
File sharing systems can help businesses comply with strict regulations regarding the sharing of confidential information. Some of these systems offer built-in compliance features that support the following areas:
- Audits
- Content classification
- Retention policies
In addition, advanced audit log systems are an essential part of these systems, especially in the legal industry. Administrators can use an audit log to see what users do with specific files.
Choosing a solution that offers robust security should be your top priority. A secure file sharing system should have the following features:
- Support end-to-end encryption
- Integrate with larger security automation and risk management tools
- Support large batch-file processing and automated file transfers
- Have robust authentication features such as biometric authentication
File security compliance is increasingly important, and organizations of all sizes are working to ensure that their data remains secure.
For example, the Federal Information Security Modernization Act (FISMA) requires that organizations use secure file transfer systems to limit data breaches. The Act also requires organizations to adhere to various industry security standards. Complying with these regulations can take hundreds of hours of manual data collection and analysis.
Data Loss Prevention
Data loss prevention is a critical component of a file sharing system. It protects against data loss caused by unauthorized access to stored data and can ensure compliance with regulations. In addition, it ensures best practices are met. Unfortunately, data loss can occur for many reasons, including the following reasons:
- Improper protocols
- Outdated file transfer software
- Human error
Effective data loss prevention requires continuous monitoring of data and user behavior. It helps protect data at rest, in use, and in motion, and prevents data loss. Its capabilities also include identifying sensitive data wherever it is stored and providing visibility into the data.
Audit Trails
File sharing systems with built-in audit trails are a great way to ensure your files are not being shared by unauthorized users. This feature allows you to see who’s been downloading and editing files. You can also see which files are being checked out by other users. FileCloud is an example of a file sharing system that offers this feature.
It’s vital to understand what regulations apply to your business. Different industries have different regulations and mandates. In some cases, you’ll need a rigid audit trail to meet regulatory requirements. Failure to comply with these regulations could result in fines and even loss of business. This means you should stay one step ahead of regulations.
In addition to tracking each user’s activity, an audit trail can prove useful for proving who was responsible for a specific event. For example, a business could use an audit trail to prove that a document was delivered to the wrong person. For this, an audit log would reveal who accessed the document and at what IP address.
Go Share It is the File Sharing Solution You Need
If you’re looking to upgrade to a more robust file sharing system, look no further than our Go Share It software. This tool includes an easy-to-use, cloud-based file sharing system. It allows users to share files with other users in any location and is available on desktop and mobile platforms.
Users can set different privacy settings for various file types and share confidential files with only those they choose to see. Our tool also has an advanced file sharing system that lets you set different protocols for each file you share.
- Our enterprise-grade file sharing system offers cloud storage.
- We use secure file transmission and backups.
- You can synchronize files from multiple devices.
- You can select the region where data should be stored.
- We use a site-specific encryption key and anti-virus protection.
Interested in learning more about our file sharing system for your business? Contact us today to schedule a free demo! We can help you make the transition to a modern system.
