It is 2022, going into 2023 soon, and many different types of technology are capable of storing all types of files. Files such as documents, videos, songs, photos, and even full applications are being shared all over Richmond, VA (and the world) right now. With so many people working from home these days and many companies offering a better work/life balance, files are going from one device to another or a remote location. This is a textbook example of what is called file sharing.
What Are a few Pros and Cons of File Sharing?
When looking into file sharing, there are several Pros and Cons to consider. Keep some of these tips in mind before you start actively sharing files.
- File sharing makes it easier to collaborate with other people in your office and all around the world.
- Sharing files to places like “the cloud” can reduce the need to maintain a central file server that you have to maintain online status for.
- Large or small, you are able to share the files over a network connection.
- The amount of bandwidth required can be costly. Especially if you start storing on a subscription-based cloud. Video Editors Beware!
- You may assume a higher risk of acquiring a virus or other type of malware from a remote file.
- Sometimes, it becomes hard to trace what happens to a file after it is shared publicly.
- Oftentimes, file syncing takes more time than you want it to.
A good file-sharing solution can give you and your business a much-needed sense of control over sensitive documents and data. Microsoft 365 and Google Workspaces offer easy tools for collaborating on and sharing files right from their platforms.
What are Some Ways to Improve Your File Sharing Methods?
Secure file-sharing platforms offer a more locked-down alternative to paper and email, while still being easy and convenient to use. It also provides powerful security without the need for extensive infrastructure or IT resources.
Password protection and Multi-Factor Authentication help to ensure that once a file reaches a client, colleague, or customer, it can only be viewed by those with the proper credentialing.
Often, you can set expiration dates on access to the file. Additionally, if you’re sharing the file from your private cloud, in most cases your organization doesn’t have to configure external-facing network security to share files.
Collaboration and audit trails are likely one of the most important reasons to choose a secure file-sharing solution. Across the world, in many industries, and especially in the government, healthcare, and financial realms; strict data governance regulations are increasingly common. One of the easiest ways to appease auditors is to keep accurate logs of your activity, including file sharing.
Efficiency is Always Better
Think about how you share files on day-to-day. Is this convenient for you? Could there be a better way than using your email as a filing cabinet for all documents? This leads to the conversation of consumption=money. So, the more you store, the more you pay for, and having a collaboration tool and one file in one place could make it not only easier on your team, but also on your wallet down the road.
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