If you need to edit and share files across devices and locations, consider a cloud file-sharing service. Because your files are stored in data centers and accessed through the Internet, it’s easy to collaborate with colleagues anywhere.
When considering a file-sharing service for your business, remember that not all options are created equal. Security is a paramount concern for businesses, so services that are designed for consumers (and are also generally low-cost or free) will not be your best choice. If your organization must meet regulations such as HIPAA, be careful to choose a service that meets your compliance requirements.
To get you started, here are 6 features you should consider:
1. 256-bit Advanced Encryption Standard (256-bit AES) In-Transit and at Rest
Robust encryption ensures that your documents are safer from hacking and breaches.
2. Remote Wipes of Desktops and Mobile Devices
Make sure that your IT provider can perform remote wipes of desktops and mobile devices for clients, former employees and rogue employees.
3. Custom Deleted-File Retention Periods
There are any number of reasons why, as a business, you want to be able to extend or shorten the deleted file retention period. With a consumer file sharing service, if an employee (accidentally) deletes a file, it could be gone in a matter of weeks, or even days.
4. Granular User-Access and Security Controls
This allows you to set policies for individuals within your company, including which employees can share files, can delete files and revisions, access certain files, and what types of files they can upload. This administrative feature allows companies to provide certain employees with unique privileges.
5. Managed File Sharing for Internal/External Parties
Look for the ability to share files with external parties through the sync service and through unique web addresses, and to monitor the files you shared within the company and externally. For example, you can see how many times the file has been downloaded, and set file expirations. Both of these features protect the propriety of your documents.
6. Multiple Folder Backup (Documents, Desktop, Pictures, etc.)
It’s useful to be able to sync all different file types and also backup entire folders and the files within them. This is a feature of business-grade services.
Your IT provider can help choose what’s best for your business. Once you make the decision, rely on their expertise to manage your file-sharing service for you.